Located in a historic neighborhood in the nation's capital, Georgetown offers rigorous academic programs, a global perspective, exciting ways to take advantage of Washington, D.C., and a commitment to social justice. Our community is a tight knit group of remarkable individuals interested in intellectual inquiry and making a difference in the world.
Program and Events Coordinator, Library - Georgetown University Main Campus
The Program and Events Coordinator directs and administers the development and management of programs and events in the Library. S/he plans, manages, and coordinates approved Library programs and events, including (but not limited to) library-wide special functions, Library Associates events, endowed and other invited lectures, Library Board meetings, and visits by outside groups. Reporting to the Dean of the Library and working closely with the Library administration and other departments within the Library, the Program and Events Coordinator has additional duties that include but are not limited to:
Programming and Events Coordination
Coordinates invitation mailing lists and e-invitations, site selection and reservations, and seating charts, working closely with speakers, printers, caterers, florists, hotels, restaurants, parking facilitator, audio-visual services, photographers, mailing services, budget planning, and various other outside vendors and Georgetown offices.
Organizes and implements all internal library-wide events, including but not limited to catered events, staff development and training, library staff meetings, staff holiday events and celebrations, and staff and student employee recognition events.
Creates and maintains checklists, schedules, planning documents, budget estimates, and other records for all events.
Trains the events team for large-scale or high-profile events, conducting walk-throughs of venues with events team prior to events.
Serves as the point of contact for attendees and guests, including VIPs, welcoming VIPs and proactively and professionally managing those relationships.
Chairs the Events Team, collaborating with and cross-training, where appropriate, Library staff, and students assisting with events.
Debriefs events with the Dean of the Library and Events Team, making adjustments appropriately.
Marino Family International Writer's Academic Workshop
Participates in planning for and managing logistics for the annual workshop for all incoming freshmen during New Student Orientation.
Works with the faculty committee to select a book/author for program, managing the contract process with the author and arranging travel and hotel accommodations.
Manages all communications with faculty mentors, incoming freshman class and committee.
Oversees the student assignment, handling student/parent inquiries and concerns, and assigning groups to classrooms and faculty/staff mentors to classrooms on campus for discussions.
Plans and stages all aspects of lecture and workshop, including room reservations for the workshop and briefings for executive staff.
Works with the Office of the Provost, Office of the President, and Office of Student Affairs as well as New Student Orientation staff to ensure a successful event.
Reserves dinner venue for post-workshop dinner with the author and VIPs, communicating with and updating the Marino family.
Georgetown University Library Board Meetings
Organizes and implements the logistics for the Georgetown University Library Board, a 50-member volunteer board of principal donors and supporters of the Library.
Handles arrangements for semi-annual meetings, preparing all materials for the meetings (including agenda and Board books).
Plans the events and dinners that coincide with the Board meetings, handling the day-of coordination for the meeting, including distribution of materials, AV needs, and catering.
Oversees Board communication throughout the year on behalf of the Dean of the Library, including coordinating occasional ad-hoc meetings of the Board's Executive Committee, and meetings and conference calls in collaboration with the Dean of the Library and other appropriate staff members and Board members.
Coordinates distribution of information regarding programs and events with the Library communication team.
Manages and coordinates all aspects of internal and external Murray Room scheduling, including making appropriate arrangements with Access Services, Library IT, and the Business Assistant for room preparation and technology needs.
Keeps Murray Room policies and procedures up to date and ensures they are enforced.
Provides back-up administrative support to the Executive Assistant, when needed.
Contributes to the Exhibitions Team, when relevant.
Library Contributions and Professional Development
Serves on library and university-wide committees and task forces, participating as needed in local consortia, and regional and national associations.
Continually acquires new knowledge and updates skills to enhance professional performance in all areas of responsibility.
Keeps abreast of developments, trends, and issues in the library field, monitoring trends and maintaining currency in emerging issues within areas of expertise.
Performs other responsibilities, as needed, including participating in meetings and planning, suggesting revisions in policies and enhancements to services, and participating in achieving library-wide priorities.
One or more years of experience in program and events management, or equivalent combination of education and experience
Ability to multi-task
Strong organizational, communication, leadership, and time-management skills
Must be able to work independently and as part of a team
Evidence of superior oral and written communication skills
Knowledge of contract negotiation; communications, marketing, or hospitality
Some travel and weekend/evening hours
Development or fund-raising experience
Knowledge of mission and operation of academic libraries/higher education
Current Georgetown Employees:
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Need some assistance with the application process? Please call 202-687-2500. For more information about the suite of benefits, professional development and community involvement opportunities that make up Georgetown's commitment to its employees, please visit the Georgetown Works website.
Georgetown University is an Equal Opportunity/Affirmative Action Employer fully dedicated to achieving a diverse faculty and staff. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex (including pregnancy, gender identity and expression, and sexual orientation), disability status, protected veteran status, or any other characteristic protected by law.
Georgetown University offers a wide variety of comprehensive and competitive benefits. Benefits packages include comprehensive health, dental and vision plans, disability and life insurance coverage, retirement savings programs, tuition assistance, voluntary insurance options (including group legal, accident, and critical illness), and much more. Whatever your need, the Office of Faculty and Staff Benefits will be standing by to support you. You can learn more about the benefits offered to eligible faculty and staff at https://benefits.georgetown.edu or view the online interactive benefits guide for more information.