Special Events and Volunteer Coordinator - Temporary Assignment - Jersey City Free Public Library

JCFPL JOB TITLE: Special Events/Volunteer Coordinator
REPORTS TO: Director of Development
SALARY EXPECTATION: $34.00/hr
PART TIME: Up to 20 hours/week. May be required to work evenings and weekends as needed.
TEMPORARY ASSIGNMENT: Up to 4 months in duration beginning September 1, 2024 with an expected end date of December 31, 2024.  BENEFITS ARE UNAVAILBLE FOR THIS ASSIGNMENT

ABOUT JERSEY CITY AND THE JERSEY CITY FREE PUBLIC LIBRARY (JCFPL)
JCFPL is the largest municipal library in the State of New Jersey, with ten locations and growing, and a collection comprising over 2.5 million print and digital items. Our staff of over 130 dedicated individuals serves the residents, students, and workers of Jersey City: the largest city in Hudson County, N.J., and the second-largest city in New Jersey.
The staff of JCFPL reflects the cultural and linguistic diversity of Jersey City, which is consistently ranked as the most diverse city in the United States. Collectively, our staff speaks over 15 languages, including English, Spanish, Arabic, Hindi, Tagalog, Gujarati, Marathi, Portuguese, and others.
JCFPL is committed to building on our strong foundation and expanding our ability to meet the needs of Jersey City’s growing and increasingly diverse community.

ABOUT THE POSITION

The JCFPL is seeking a dynamic and experienced leader to assist in a wide range of events and coordinate volunteer activities that support our library's mission and community engagement efforts.
Under the guidance of the Director of Development, the Special Events and Volunteer Coordinator will organize and execute library events, from small community gatherings to large-scale functions, ensuring they run smoothly and align with the library's goals. This role also involves recruiting, training, and managing volunteers to support various programs and events. The coordinator will play a key role in fostering a welcoming and inclusive environment for all library visitors, ensuring engaging and enjoyable events.
The ideal candidate should have a strong background in event planning, excellent interpersonal skills, and a knack for coordinating volunteers effectively. A positive attitude, adaptability, and a sense of humor are essential as you work in a dynamic library setting, handling multiple events and volunteer activities simultaneously. You will be instrumental in creating memorable experiences that connect people with our library's services and resources.
* Please note, this vacancy announcement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required for the employee for this job. The essential functions or duties listed below are intended only as an illustration of the various types
of work that may be performed. The omission of specific statements of duties does not exclude them from the position if work is similar, related, or a logical assignment to the position.

Specific Job Duties:

As the Special Events & Volunteer Coordinator, your primary responsibility is to plan and execute special events that support the library's fundraising goals, working closely with the Development Officer. Additionally, you'll recruit and manage volunteers to support these events. This position requires excellent organizational skills, creativity in event planning, and a talent for cultivating relationships.
· Special Event Planning: Under the direction of the Development Officer, design, plan, and execute various special events, including fundraising galas, silent auctions, and donor appreciation dinners. Coordinate all event logistics, such as venue selection, catering, entertainment, and volunteer assignments, to ensure smooth operations and successful outcomes.
· Volunteer Recruitment and Management: Recruit, train, and oversee volunteers to support special events and bookstore activities. Ensure volunteers have a positive experience by providing clear guidance, proper training, and a welcoming atmosphere. Coordinate volunteer schedules and manage shifts to ensure adequate event coverage.
· Fundraising Merchandise: Monitor inventory and sales tracking of all development office material for purchase at events and select branches.
· Database Management: Maintain accurate records of special events, volunteer activities, donations and donor engagement. Track event attendance, volunteer hours, and fundraising outcomes. Prepare reports to keep the Development Officer informed of progress and results.
This position is crucial in executing special events that will assist in driving fundraising and strengthen donor relationships. We encourage you to apply if you're passionate about event planning, community engagement, and supporting fundraising initiatives.

Required Knowledge and Abilities:

· Proven experience in event planning and coordination, including four (2) years of supervisory experience in managing volunteers or coordinating special events at a large facility.
· Broad range of knowledge in event management, including logistics, scheduling, and resource allocation.
· Excellent leadership and communication skills, with the ability to effectively manage cross-functional teams and build positive relationships.
· Proficiency in CRM’s and event management software and tools (e.g., Eventbrite, Cvent, Bloomerang).
· Solid understanding of budgeting, cost estimating, and event financial analysis.
· Demonstrated ability to prioritize tasks effectively, multitask, and make decisions under pressure.
· Strong critical thinking, creativity, and problem-solving skills.
· Knowledge of and ability to apply effective goal-setting principles, practices, and methods for event success.

Preferred Skills and Experience:
· Bachelor's degree in Event Management, Hospitality, Communications, or a related field.
· Certification in event planning or project management (e.g., CMP, PMP).
· Proficiency in Microsoft Office 365 and other event planning software.
· Familiarity with Jersey City's population, geography, and local government.
· Ability to speak a non-English language commonly spoken in Jersey City (such as Spanish, Hindi, Arabic, Gujarati, or Tagalog).

NOTES:
This vacancy is associated with a N.J. Civil Service job title; the New Jersey Civil Service Commission requires all incumbents to possess and be prepared to verify the minimum experience and skills required for the associated Civil Service job title.

This position is subject to residency requirements as set forth in the New Jersey First Act.
 

This vacancy is associated with a New Jersey Civil Service job title. The New Jersey Civil Service Commission requires all incumbents to possess and be prepared to verify the minimum experience and skills required for the associated Civil Service job title.

This position is subject to residency requirements as set forth in the New Jersey First Act and not available for work visa sponsorship.

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