Associate Producer, Adult Services - Stephen A. Schwarzman Building
The New York Public Library
Job posted to this site on January 11th at 5:28pm
Application Deadline: March 11th 2023
The New York Public Library is looking for a dynamic and highly organized Associate Producer to oversee the production of key programs and events led by the Adult Services/Branch Programs and Services.
Reporting to the Senior Manager of Adult Programming, the Associate Producer will work closely with programming staff to ensure smooth execution of large-scale public programs and events. They will liaise with external stakeholders to make programming available virtually and/or in person and will coordinate with internal departments to produce a range of programs and events, including a monthly series of live book discussion events with partner organization WNYC.
The Associate Producer is a key member of the Adult Services/Branch Programs and Services, and works closely with team leaders to ensure that programs are professionally produced and support the Library’s mission to connect with and support communities in the Bronx, Staten Island, and Manhattan.
We are looking for someone we can count on to:
- Ensuring professionally produced programs and events that provide audiences and programming partners with an exceptional experience of NYPL.
- Being an effective communicator with ability to provide consistently clear and thoughtful communications with authors, artists, performers and other participants in NYPL programs and events.
- Productive collaboration with internal partners and stakeholders.
- Branch programming staff about event planning and production best practices
- Communicate to stakeholders regarding the needs of our events
- About NYPL’s mission, programming priorities and goals.
- Create efficient processes for handling production workload, including booking, logistics, and outreach.
- Continually work to upgrade all aspects of the event experience at NYPL for audience and participants
Some expectations for this role are that within:
1 month, this person will:
- Be knowledgeable about Branch Programs and Services goals and objectives, and how they support NYPL’s organizational goals.
- Become familiar with the production needs of WNYC Get Lit events and establish a robust planning schedule.
- Incorporate DEIA principles into all work.
3 months, this person will:
- Visit NYPL branches to observe branch programs and learn about challenges and opportunities for program development.
- Maintain regular communication and collaborate with key stakeholders internally and externally.
6 months and beyond, this person will:
- Have established strong working relationships with key internal and external stakeholders.
- Coordinate production of large-scale Branch Programs and Services/Adult Services programs (e.g. WYNC Get Lit events, Career Fairs and large-scale community events).
- Coordinate with vendors to ensure smooth event production, serving as the point person for event logistics, liaising with NYPL branch and programming staff, artists, authors, publishers, managers, A/V production staff, and external programming partners.
- Work with internal teams to book photographers, booksellers, and other support staff as needed.
- Running and advancing shows: managing day-of schedules and working closely with the AV team, internal partners like Security, Facilities, and other Library staff.
- Manage calendar bookings and space reservations, create and disseminate confirmation emails to participants, work orders, production schedules, run of show and and other documents as necessary.
- Manage ticketing process, create event page templates and oversee use of ticketing/registration 3rd party software. Create and maintain a comp list for special guests.
- Track program RSVPs and metrics to inform marketing and outreach strategies.
- Ensure program accessibility by booking captioning services and supporting program accommodations as needed for presenters and program attendees.
- Work closely with Purchasing, Risk Management, Legal, and Accounts Payable to facilitate contracts and other legal agreements. Prepare scope of work, payments, and other documents.
- Serve as content manager for social media, Drupal, and other related content.
- Create and manage YouTube livestream recordings for events, including chat moderation during programs.
- Create and distribute reports on program ticket reservations and attendance.
Required Education & Certifications
- Bachelor’s Degree
- 2+ years experience required in a non-profit performing arts or literary event setting as a producer or event planner
- Excellent oral and written communication skills
- Experience working with production and technical personnel and basic knowledge of the technical aspects of event production.
- Ability to be calm and responsive in difficult and urgent situations
- Ability to make decisions and solve problems
- Strong interpersonal and organizational skills
- Ability to meet deadlines and respond to changes in direction and circumstances
- Experience working collaboratively, with a wide variety of colleagues from different backgrounds and levels of experience
- Understanding of and interest in larger cultural trends, including literature, the arts, current events, etc
- Occasional supervision of production support staff may be required.
Please Note: Effective August 2, 2021, absent a qualifying exception for medical or religious reasons, newly hired employees of the New York Public Library must present proof of receipt of a COVID-19 vaccination and may not begin employment at the Library until 14 days after their receipt of their second dose of either the Pfizer or Moderna vaccines or 14 days after their first dose of the Johnson & Johnson vaccine. Newly hired employees who need additional time to receive their vaccination prior to their start date may request an adjournment of their start date with their hiring manager. The Library will consider such requests on a case by case basis, depending upon the Library’s operational needs, among other factors. The Library will further consider exemptions for prospective employees who cannot become vaccinated due to a qualifying medical condition or a sincerely held religious belief or practice. Candidates who receive a conditional offer of employment and who seek a medical or religious exemption to the Library’s vaccination policy will be provided with additional instructions at the time of the conditional offer.
All team members are expected and encouraged to embody the NYPL Core Values:
- Be Helpful to patrons and colleagues
- Be Resourceful in solving problems
- Be Curious in all aspects of your work
- Be Welcoming and Inclusive
- Office setting
- Public library setting
- Event setting
- Frequent travel within New York city to visit branch and research libraries, and neighborhood organizations.
- Some light moving may be required.
Pre-Placement Physical Required?
- 35 hours per week, evenings and some weekends required
About The New York Public Library
The New York Public Library is a free provider of education and information for the people of New York and beyond. With 92 locations—including research and branch libraries—throughout the Bronx, Manhattan, and Staten Island, the Library offers free materials, computer access, classes, exhibitions, programming and more to everyone from toddlers to scholars, and has seen record numbers of attendance and circulation in recent years. The New York Public Library serves more than 18 million patrons who come through its doors annually and millions more around the globe who use its resources at www.nypl.org.
LocationNew York, NY
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