Job Listing: Community Engagement and Events Coordinator

Name of Organization – The Woodrow Wilson Presidential Library

Closes – Until Filled

Title – Community Engagement and Events Coordinator 

Compensation – An average of 24 hours per week is expected, and the starting rate is $18.00 per hour. 

Type – Part-Time

Apply – Please send your resume and cover letter to hr@woodrowwilson.org for consideration

Summary – The Community Engagement and Events Coordinator will be responsible for fostering community relationships and enhancing public engagement through compelling events and community-focused initiatives. This role will involve planning, executing, and evaluating our events, as well as managing facility rentals for outside individuals, businesses, and organizations. The Coordinator's work is central to advancing the WWPL’s priorities, strengthening our brand, and enhancing our engagement with a variety of audiences. The Director of Education and Engagement supervises the part-time position and works closely with the events committee, which comprises key staff members, to implement planned activities and programs. 

Responsibilities –

Community Engagement:

• Under the direction of the Director of Education and Engagement, will implement community outreach programs that align with the Museum’s mission and strategic goals.
• Build and maintain relationships with community members, organizations, and businesses.
• Gather community feedback and assess needs to inform program development.
• Represent the Museum at community meetings, events, and other public forums.
• Manage museum volunteers
• Support the Community Advisory Board 

Event Planning and Execution:

• Lead the implementation, execution, and post-event evaluation for a variety of events, including membership receptions, signature events, and board/staff functions.
• Develop and manage event timelines and budgets, ensuring efficient and effective use of resources.
• Coordinate with the Marketing and Communications department to create event materials, including invitations, signage, programs, and scripts.
• Maintain an Annual Calendar of Events and ensure timely updates and communication. 

Facility Rentals:

• Facilitate private events and rentals, including weddings, corporate events, and meetings.
• Respond to rental inquiries, lead site visits, process payments, and provide on-site support during events.
• Partner with local hotels, caterers, planners, and vendors to enhance conference offerings with Museum rentals, tours, and workshops. 

Volunteer and Vendor Management:

• Recruit, train, and manage volunteers to assist with community programs and events.
• Build relationships with key vendors, securing necessary permits, licenses, and services.
• Serve as the primary contact for catering and in-kind event support.
• Coordinate staffing (volunteer and staff) recruitment, supervision, training, and acknowledgment. 

Cross-Departmental Collaboration:

• Collaborate with various staff members to align events with strategic goals and mission.
• Coordinate with the business office to manage invoices, payments, and budgeting.
• Ensure proper sponsor recognition on signage and marketing materials, working closely with leadership and Museum teams. 

Operational Responsibilities:

• Manage event setup, tear-down, and day-of operations, ensuring smooth execution.
• Set up, operate, and troubleshoot audio-visual technology for events.
• Create tracking reports to evaluate event performance and attendance in conjunction with events committee members. 

Qualifications –

• Exceptional communication and interpersonal skills, with the ability to engage diverse audiences. Strong organizational, critical thinking, and problem-solving skills. Proficient in Microsoft Office. Has a high level of professionalism, diplomacy, integrity, and discretion. Experience with vendor and volunteer management is a plus.
• Ability to work a flexible schedule, including evenings and weekends. Physically capable of lifting up to 40 lbs. and managing physically demanding tasks.
• Experience in event planning and coordination is a plus.
• May be required to perform various duties in support of organizational projects or assist other staff. 

About – Located in Staunton, Virginia, the Presidential Library campus includes Wilson’s birthplace home, a museum, and a library and archive. The WWPL is a fully accredited museum through the American Alliance of Museums and is a member of the American Association for State and Local History, the International Coalition of Sites of Conscience, and the Virginia Association of Museums.