The Adult School Programming Associate is at the center of one of Montclair Public Library’s most active and community-loved programs. This role combines programming expertise, event logistics, instructor relations, and direct public service in a position that is never the same day twice.
You will manage the full lifecycle of Adult School programming: recruiting and supporting instructors, handling student registrations, setting up classrooms, planning trips, and delivering standout learning experiences for adult community members.
About You
- You are creative and easily generate ideas for a wide range of programs, including lectures, crafts, fitness, culinary arts and day trips.
- You have a strong desire to understand the many communities that make up Montclair and how to serve them through programming.
- You enjoy working directly with adults and feel energized by a busy, people-centered environment
- You are a strong organizer and multi-tasker who can manage many moving parts across programs, schedules, and logistics without losing track of details
- You communicate professionally and warmly with students, instructors, authors, community partners, and colleagues
- You are comfortable with technology and willing to learn new systems quickly, from registration platforms to A/V equipment
- You take initiative, anticipate needs, and solve problems before they escalate
- You are a collaborative team member who understands the library as one interconnected system
- You follow through on commitments and take ownership of your work from start to finish
Key Responsibilities
Program & Class Development
- Contact and recruit prospective instructors, and maintain ongoing relationships with existing instructors, to build a rich seasonal calendar of classes and events for adults
- Schedule classes across seasonal calendars, ensuring strong coverage across subject areas including lectures, history, personal growth, fitness, health and wellness, technology and hands-on learning
- Identify and recommend materials and supplies to support class offerings
- Enter class information into the registration system and proofread listings across all calendars, systems, and marketing materials for accuracy
- Contribute to the library blog, newsletter, and other communications to promote Adult School programs and initiatives
Student & Instructor Support
- Respond to student inquiries and manage registration requests of all kinds, including refunds and scheduling changes
- Troubleshoot issues involving students and instructors, including registration problems, complaints, accessibility needs, and any situation where a patron has been inconvenienced
- Maintain accurate student profiles in the registration system
- Support instructors with instructional technology, A/V setup, and classroom accommodations for students
- Help instructors navigate library computers, display monitors, presentation systems, and their own equipment as needed
Classroom & Event Logistics
- Set up classrooms and event spaces for each session, including tables, chairs, display monitors, and program materials
- Ensure spaces are welcoming and fully prepared before every class or event
Adult School Trips
- Plan and coordinate Adult School bus trips, including reserving transportation and scheduling tours at museums, cultural institutions, theaters, and restaurants
- Build itineraries and manage all student meeting logistics and communications for each trip
- Chaperone students on bus tours to various locations throughout the region
- Purchase and manage snacks and supplies for trips
Public Service Desks
- Work occasional shifts on library service desks as needed, including Reference, Borrower Services, Youth Services and/or the Bellevue Avenue Branch
Collaboration & Development
- Support and coordinate closely with colleagues in the broader library on shared programs, cross-departmental coverage, and patron needs
- Provide support to the Montclair Public Library Foundation’s fundraising initiatives when asked and appropriate
- Participate in professional development to stay current in adult learning and community programming trends
- Represent MPL at community partnerships and events as opportunities arise
- Take on other duties as assigned to support the Adult School and the library’s broader goals
How You Work
This role involves daily interaction with a wide range of people: students, instructors, authors, donors, community partners, and colleagues across the library. The following standards reflect how we expect this work to be done.
- Communicate with colleagues clearly, professionally, and constructively, including when requesting assistance from coworkers or your manager
- Bring patience, clarity, and an even temperament to every interaction with patrons and the general public
- Treat all colleagues, patrons, and partners with courtesy and respect as a baseline, not an extra
- Maintain a collaborative and solutions-oriented approach when navigating difficult situations, complaints, or competing demands
This Job is Not For Someone Who
- Avoids direct public interaction or prefers primarily behind-the-scenes work
- Is uncomfortable coordinating with authors, instructors, or high-profile community partners
- Resists learning new technology or working across multiple platforms and systems
- Struggles to manage many projects, deadlines, and competing priorities at once
- Has difficulty staying composed and professional when patrons or situations are challenging
- Has trouble generating new ideas
Qualifications
Required
- At least five years of related work experience, with demonstrated programming or event coordination responsibility
- Strong public service instincts and comfort working directly with diverse adult populations
- Proficiency with office technology and common project management tools
- A tech-forward approach and a genuine eagerness to learn and use the most current tools available to work more efficiently
- Excellent written and interpersonal communication skills
- Willingness to participate in library outreach, including events and initiatives led by other departments
- Ability to work evenings and weekends as required
Preferred
- Experience with continuing education, adult learning, or community programming
- Familiarity with BCCLS systems including Polaris and Leap
- Proficiency with Google Workspace, Canva, or registration and project management tools
- Experience working with instructors, literary programming, or cultural event coordination
- Conversational Spanish or other languages a plus
Details
Schedule: Full-time, 35 hours/week. Evenings and weekend rotations required.
Compensation: $45,000 / year
Reports To: Head of Adult School
Benefits: Health insurance, paid time off, pension, professional development support