Events and Programs Coordinator

Reports to Director of Advancement
Non-Exempt

The Rosenbach seeks an Events and Programs Coordinator to implement visitor- and donor-centered development events and public programs as part of a robust annual calendar. This position reports to the Director of Advancement (DoA), but works closely with the Director of Outreach & Engagement as well as the Director of Operations. While this position will work across departments, the duties and responsibilities are similar as the Rosenbach staff implement highly accessible programs and very special events for donors and visitors. This position carries out the logistical needs of events and programs, as conceived by staff in the Development and Outreach & Engagement (O&E) Departments. This position will be hourly, working according to a schedule that is determined by the events and programs schedule not to exceed 37.5 hours per week; this job requires evening and weekend work.

Primary Responsibilities

• Manages vendors for development events and O&E public programs including caterers and food service, booksellers, A/V contractors, and other guest services according to each individual program.

• Secures event facilities for off-site events including Rosenbacchanal (currently held at the Rittenhouse Hotel), events hosted in donor’s homes, rain location for the Rosenbach’s largest annual public program, Bloomsday, and other events and programs as they emerge.

• Creates timelines and staff duty rosters for donor events and public programs as well as VIP tours of the Rosenbach. Ensures events are fully staffed.

• Processes vendor invoices for events and programs.

• Works with appropriate staff to update the website and the Rosenbach’s Altru CRM/POS system with event details.

• Works closely with Facilities Superintendent on set up/break down and clean-up of spaces for events and programs.

• Keeps staff calendar updated with events and programs. Communicates with staff through the calendar and via email and in-person meetings about the logistics around events.

• Manages food and beverage service for events and programs (working with caterers for a limited number of large events, food and beverage drop off, and limited food and beverage prep for small events)

• Works with DoA on Rosenbacchanal and other large event logistics (working with caterers, AV, hotel, and other event vendors)

• Works with Director of O&E and Director of Operations on Bloomsday logistics, securing permits and liaising with vendors including food and beverage vendors, AV, and other guest services.

Departmental and Organization-Wide Responsibilities

• Embrace the Rosenbach’s commitment to DEAI (below).

• Be a collaborative team member.

• Work very closely with all Rosenbach Departments, but especially the Development Department, Outreach & Engagement Department and the Operations Department.

• Contribute in meaningful ways to create a collaborative, inclusive, and respectful organizational culture.

Essential Knowledge, Skills, and Abilities:

• Ability to coordinate the logistics of an event down to small details

• Proactive communicator

• Ability to work independently and across departments

• Ability to manage multiple projects and prioritize responsibilities in collaboration with supervisor

• Ability to prepare for events and programs by creating and adhering to schedules

• Availability for regular evening and weekend work

• Familiarity with nonprofit work environment, especially museums and libraries, a plus

• Love of history and literature and an interest in advancing the Rosenbach’s mission.

Compensation

This is an hourly, non-exempt position with a range of $20-24/hour depending on experience.

Why Work For Us?

The Rosenbach Museum & Library is part of the Free Library of Philadelphia Foundation which offers a competitive compensation package. We offer the following benefits: flexible work environment; medical; dental; flex and HSA plans; disability & life insurance; Flexible Spending Accounts; retirement 403b; PTO; paid holidays (including floating).

Diversity, Equity, and Inclusion

We are an Equal Opportunity Employer. We encourage BIPOC, LGBTQ+ people, veterans, and people with disabilities to apply. The Rosenbach Museum & Library is committed to building a community that is inclusive and equitable, which strengthens our ability to maintain our shared cultural heritage. Museums and libraries are not neutral. They are a vital part of how we interpret and share stories, and we believe the diversity of the people working in these institutions strengthens us collectively.

All employment decisions are based on organizational needs, job requirements, and individual qualifications. We do not discriminate on the basis of race, color, religion, ethnicity, gender, gender expression, age, national origin, disability, marital status, sexual orientation, military status, or any other status.

Research shows that women and people from underrepresented groups often apply to jobs only if they meet 100% of the qualifications. We recognize that it is highly unlikely that someone meets 100% of the qualifications for a role. If much of this job description describes you, then please apply for this position.