Event Coordinator II

Harris County Public Library (HCPL) - History

The Harris County Public Library (HCPL) system, established in 1921, began as a collection of small libraries located in stores, post offices, and private homes. Over the years, it has grown into a robust network comprising 26 branch libraries, two technology service centers, and two partner locations that provide collection and circulation services. HCPL serves the communities of unincorporated Harris County and cities without independent library systems. In 2024, HCPL received the prestigious National Medal for Museum and Library Service, the highest honor awarded to libraries in the United States. Bestowed annually by the Institute of Museum and Library Services (IMLS), this award recognizes institutions that deliver exceptional service to their communities. The library was recognized for innovative initiatives like HCPL Connected, Enhanced+ Library Cards, and its Mobile Outreach Librarian program. HCPL is also recognized as one of the best places to work, offering a supportive and inclusive environment that fosters innovation, collaboration, and professional growth. Its dedication to employee well-being, diversity, and community impact makes HCPL more than just a workplace—it’s where individuals can grow, inspire, and contribute to meaningful change.

What you will do at Harris County Public Library:The Event Coordinator is responsible for managing the day-to-day logistics of event planning and execution at Harris County Public Library. This role involves handling inquiries from professionals, implementing strategies and engaging stakeholders to ensure client and professional satisfaction, and collaborating with various departments to achieve seamless event coordination and execution. Possess excellent communication and project management skills, a creative mindset, and the ability to work well under pressure.

This is a part-time, temporary position that will end on December 11, 2026.

Duties & Responsibilities:

• Coordinate and oversee the planning and logistics of all events with reliable and experienced event professionals and stakeholders, ensuring that professionals understand all the details related to the event

• Collaborate with various departments and stakeholders to coordinate details such as venue setup, catering, technology needs, and promotional materials

• Primary contact for all event-related inquiries from professionals and stakeholders

• Ensure any event details are completed quickly and with limited disruption to the event. This includes day-of cancellations and involves being available during all events

• Develop and maintain an event handbook to ensure professionals understand event protocol and train new event pros on event expectations

• Conduct events calls for larger events

• Handle issues, complaints, pay, and reimbursement requests in coordination with event finance and HR teams

• Maintain a relationship and open communication with event professionals to understand ways we can improve events, receive feedback, and share positive experiences and photos with the internal events team

• Maintain a database of reliable and trusted event professionals in each market

• Actively recruit new professionals in anticipation of the need for event professionals in current and new markets

• Assist in business development outreach for new business development opportunities as needed, including interfacing with clients

• Monitor event budgets and expenses to ensure cost-effective solutions and timely submission of expenses for payment

• Coordinates with other divisions and responds to requests for information

• Performs a wide range of technical, analytical, and general administrative duties

• Establishes and maintains various in-house spreadsheets and other tracking tools

• Assists with special projects and must be willing to perform other related duties as assigned

• Other duties as assigned

Harris County is an Equal Opportunity Employer https://hrrm.harriscountytx.gov/Pages/EqualEmploymentOpportunityPlan.aspx If you need special services or accommodations, please call (713) 274-5445 or email [email protected]

This position is subject to a criminal history check. Only relevant convictions will be considered and, even when considered, may not automatically disqualify the candidate. Education:• Bachelor's degree in event management, hospitality, marketing, communications, or related field from an accredited college or university

Experience:• Three (3) years of verifiable experience in an educational setting, policy research, analysis, and development, public administration, intergovernmental affairs, or a related area

Knowledge, Skills & Abilities:• Knowledge of principles and practices of organizational and project management skills

• Proficiency in the use of MS Office and ability to learn various grant submittal interfaces and websites
• Ability to plan and organize work, perform under pressure, and meet deadlines
• Ability to communicate effectively with internal and external sources and keep management informed
• Strong problem-solving, critical thinking, and analytical skills
• Ability to analyze and interpret data for accuracy and be detail-oriented
• Ability to communicate complex information clearly and concisely, both orally and in writing.
• Excellent interpersonal skills.
• Able to work independently with minimal supervision
• Ability to use independent judgment and discretion to make decisions in the best interest of the Harris County Public Library.
• Ability to work successfully in a team environment to provide excellent customer service.
• Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook)

NOTE: Qualifying education, experience, knowledge, and skills must be documented on your job application. You may attach a resume to the application as supporting documentation but ONLY information stated on the application will be used for consideration. "See Resume" will not be accepted for qualifications.Experience:

• Experience in a library or public sector environment
• Experience working with nonprofits

Certification:• Project management or change management certification

Position Type and Typical Hours of Work:• Temporary | Part-time

• Hours may vary based on the department's business needs. Monday - Friday. Employees may be required to work long and irregular hours in circumstances of departmental deadlines, and occasionally weekend work. Attendance at evening meetings, after-hours events, and off-site meetings may be required.

Salary:• $20 Per Hour

• Paid Biweekly

Work Environment and Physical Demands: • Driving: Available and reliable transportation for work-related duties

• Office Equipment: Daily use of a computer, keyboard, copier, scanner, printer, calculator, phone (desk and cell). Daily use of software programs, including Microsoft Office Suite, Outlook, Word, Excel, and GPS.
• Physical Activities: Sits for long periods of time; light physical activity that may include walking, sitting, standing, stooping, bending, reaching, lifting, and carrying
• Lifting: Ability to lift, carry, and exert up to 25 pounds. Occasionally lifts, carries, and exerts up to 40 pounds
• Vision and Hearing: Must have visual acuity to see and read paper and electronic documents. Must be able to answer telephones, conduct conversations, and respond to verbal inquiries.
• Exposure to Environmental Conditions: The position generally works in an office setting with overhead lighting and long periods of screen time.

Reporting Relationships:• Reports To Position: Division Director of Research and Development

• Supervises Positions: None

Work Location:

• Library Administration: 5749 South Loop East, Houston, TX 77033

Employment is contingent upon passing a background check.

Due to a high volume of applications positions may close prior to the advertised closing date or at the discretion of the Hiring Department.