Temporary Event Coordinator

Job Description:

Temporary Event Coordinator

Description

JOIN THE CITY OF AUSTIN TEAM

At the City of Austin, we are more than just an employer-we are a vibrant community dedicated to shaping one of the nation's most dynamic and innovative cities. As we strive to fulfill our commitment as public servants, it is important that we ground our efforts in a set of guiding principles - Empathy, Ethics, Excellence, Engagement, and Equity - anchors in delivering services that significantly impact the lives of Austinites. Joining the City of Austin means embarking on a purposeful career, contributing to the community, and being part of a forward-thinking organization that values every employee.

What Makes the City of Austin Special?

• Make a Difference : Join a team driving meaningful change in one of the fastest-growing cities in the nation.
  
• Value and Innovation : Work in an environment where employees are valued and innovation thrives.
  
• Competitive Benefits : Enjoy a comprehensive compensation package that includes generous leave, work-life balance programs, and extensive benefits.
  
• Retirement Security : Plan for the future with the City of Austin Employees' Retirement System.
  
• Sustainable Transportation Options : Commute easily with access to public transit and bike-friendly infrastructure.
  
• Focus on Wellness : Stay healthy through wellness programs, on-site fitness centers, and mental health support.
  
• Career Growth : Advance your skills and expertise with professional development and leadership opportunities.
  
• Modern Workspaces : Work in innovative and sustainable environments that foster collaboration and inspiration.
  

By joining us, you become part of a community that values its people and is committed to making Austin the most thriving and resilient city in the country.

Under general supervision, provide technical assistance in planning scheduled events in a public assembly/event facility.

Job Description:

Purpose

Under general supervision, provide technical assistance in planning scheduled events in a public assembly/event facility.

Duties, Functions and Responsibilities:

Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.

• Serves as primary department contact with event client after contracting process is completed. Assists in scheduling and booking of events.
  
• Conducts and coordinates pre-convention/event meetings to identify client's expectations/needs.
  
• Collects pre-convention/event information to ensure adequate space, personnel, equipment, etc. is available and to develop event work order. Coordinates exhibitions, trade shows, meetings etc.
  
• Coordinates planning sessions with parking, security, maintenance, event services, and contracted divisions. Develops/draws diagrams for convention/event set-up. Reviews/inspects work to ensure facility is ready for use. Inspects to accept/reject set-up, equipment, materials, workmanship, etc.
  
• Enforces rules/regulations concerning the use of facility and ensure adherence to contractual terms.
  
• Confers with representatives of user organizations and contractors (i.e. clients, outside food and beverage, outside audio/visual and decorators).
  
• Coordinates the facility/departmental operational services during events. Conducts and coordinate post-convention/event meetings to discuss any client concerns, issues, etc. that occur during the event.
  
• Compiles data/information for cash reports, cost estimates, revenue estimates, etc.
  
• Writes/drafts routine correspondence, informational reports.
  
• Develops and makes presentations to clients, service providers and represent. facility/department as needed. Answers client/citizen questions and provide assistance.
  

Responsibilities - Supervisor and/or Leadership Exercised:

None.

Knowledge, Skills, and Abilities:

Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

• Knowledge of facility and event planning.
  
• Knowledge of principles and processes for providing customer and personal services.
  
• Knowledge of Federal, State and Local laws.
  
• Knowledge of city practice, policy and procedures.
  
• Knowledge of business and management principles involved in resource allocation, strategic planning, human resources and coordination of people and resources.
  
• Knowledge of principles and methods for showing, promoting, and selling products or services.
  
• Knowledge of marketing strategy and tactics, product demonstration, sales techniques and sales control systems.
  
• Skill in oral and written communication.
  
• Skill in handling multiple tasks and prioritizing.
  
• Skill in using computer and related software.
  
• Skill in planning and organizing.
  
• Skill in data analysis and problem solving.
  
• Ability to work with frequent interruptions and changes in priorities.
  
• Ability to establish and maintain good working relationships with other city employees and the public.
  

Minimum Qualifications:

• Graduation with a bachelor's degree from an accredited college or university with major coursework in Business Administration, Public Administration, Marketing, Liberal Arts or related field plus one (1) year of relevant work experience in a convention center, public assembly/event facility or other related facility/industry.
  
• Experience may substitute for education up to the maximum of four (4) years.
  

Licenses and Certifications Required:

None

Preferred Qualifications:

• Knowledge of event management software such as Ungerboeck/Momentus, Social Tables/CVENT or Tripleseat or similar software.
  
• Strong time management skills and prioritizing of multiple tasks.
  
• Strong oral and written communication skills.
  
• Experience working with a diverse clientele.
  
• Ability to travel to other locations.
  

Notes to Candidate:

The Central Library includes several unique indoor and outdoor event and meetings spaces including: the Special Event Center, Demonstration Area, Art Gallery, Roof Garden, Outdoor Amphitheater and Shared Learning Rooms. Some of these spaces are available for rent to the public per the approved Council fee schedule or for internal use for events and programs hosted by the Austin Public Library and its community partners. The Central Library is also used for commercial filming and professional photography shoots.

The Temporary Event Coordinator will serve as a primary point of contact for handling booking inquiries, providing quotes, making reservations, drafting facility use agreements, processing payment, developing event plans and layouts, and working special events. This position is responsible for collaborating with all areas of the department including, but not limited to: parking, security, custodial, building services, librarians and catering to ensure customer expectations are met resulting in positive experiences. Lastly, the Temporary Event Coordinator will successfully promote the Central Library and its event and meeting spaces to generate revenue.

Work Location:

Central Library - 710 W. Cesar Chavez St., 78701

Salary Range:

$27.87 to $34.00 hourly

Hours:

Shift Work - Full Time/40-hours a week

• Hours and shifts may vary to include weekends, holidays, and extended shifts.
  
• Hours subject to change based upon Library needs.
  

Note: Hours and schedule may vary based on operational or business needs; evenings and weekends may be required.

To view the City of Austin recruitment video, please click here.

Working with the City of Austin provides a number of health and welfare benefits such as low-cost medical, dental, vision, paid leave time, a highly competitive retirement plan, training opportunities, and more. Please click HERE for more information.

Application Information:

• A detailed, complete COA employment application is REQUIRED. It helps us to better evaluate your qualifications and will be used to determine your salary if you are selected for this position.
  

• Please be sure to provide a COMPLETE and detailed employment history, including all previous employment that you wish to be considered as part of your qualifications.
  

• For each position, please describe your specific experience as it relates to the minimum and preferred qualifications.
  

• Incomplete applications will not be considered.
  

Note: A cover letter and/or resume will NOT be used to substitute for an incomplete job application.

• Please understand that your job application, cover letter, and resume will be used to measure or assess your written communication skills, including grammar, punctuation, and spelling, in helping us screen applications and determine candidates to be interviewed.
  

Additional Information:

• Travel: If you are selected for this position and meet the Driver Safety Standards in the City of Austin Driver Safety Program, you may drive when necessary to multiple locations as part of your regular job duties. Otherwise, you are responsible for getting to and from these locations.
  

• All new employees are required to attend City of Austin and Austin Public Library training as scheduled and should arrange their outside schedules to accommodate such training.
  

• This posting may be used to fill additional vacancies of the same job title that may become vacant. The additional vacancies may include a difference in work location, workweek hours, and schedule. Filling additional vacancies from this posting is based on the business needs of the department.
  

If Selected as the Top Candidate:

• Verification of the minimum qualifications ( Graduation with a bachelor's degree from an accredited college or university with major coursework in Business Administration, Public Administration, Marketing, Liberal Arts or related field plus one (1) year of relevant work experience in a convention center, public assembly/event facility or other related facility/industry. Experience may substitute for education up to the maximum of four (4) years. ) will be required. You must provide proof of education from an accredited organization/institute.
  

Veteran:

• Veteran candidates will be required to provide a copy of their DD-214
  

Language:

• Must have the ability to read, write, and speak fluently in English.
  

Important Note to Applicants:

The Austin Public Library reserves the right to close posted positions prior to the advertised close date, based on recruitment strategies and business needs.

Please be aware that the Job Posting Close Date reflects the final day to apply, but the posting will close at 11:59 PM the day before the date listed. All application steps, including attachments and submission, must be fully completed before that time.

EEO Statement for City of Austin:

The City of Austin will not discriminate against any applicant or employee based on race, creed, color, national origin, sex, gender identity, age, religion, veteran status, disability, or sexual orientation. In addition, the City will not discriminate in employment decisions on the basis of an individual's AIDS, AIDS Related Complex, or HIV status; nor will the City discriminate against individuals who are perceived to be at risk of HIV infection, or who associate with individuals who are believed to be at risk.

City of Austin is committed to compliance with the Americans with Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please call (512) 974-3210 or Texas Relay by dialing 7-1-1.

Closing Date/Time: 2025-11-17