Concert and Events Specialist

Cal Poly Pomona; Pomona (CA); On-site; USD 52,000 - 56,000; Full time

Job summary

Cal Poly Pomona is seeking a Concert and Events Specialist in Pomona to lead event production for Music Department activities, manage calendars, schedule concerts and coordinate venues with performers and staff.

The role includes supervising student assistants, overseeing ticketing services, and ensuring PCI-compliant operations. The position is full-time, in-person at the campus, with occasional evenings and weekends required for events.

Qualifications

• Bachelor's degree in public relations, journalism, marketing or related field with storytelling/editing experience.
• Up to two years or related professional experience.
• Knowledge of communications, media, and/or marketing theories for campaigns.
• Ability to manage event logistics and coordination across teams.

Responsibilities

• Produce events for Music Department-sponsored activities ensuring on-time delivery.
• Maintain calendars for events, operations, leasing, and production.
• Schedule concerts, rehearsals, and events with faculty, staff, and guests.
• Coordinate use of performance spaces with performers and outside groups.
• Oversee ticketing services and online ticketing systems.

Skills

Event production

Ticketing

Public relations

Budgeting

Staff supervision

Live events

POS system

Education

Bachelor's Degree - PR/Journalism/Marketing

Tools

POS system

Job description

Concert and Events Specialist

Job No: 563202 Work Type: Staff Location: Pomona Categories: Unit 9 - CSUEU - Technical Support Services, Probationary, Full Time, Theatre Arts, On-site (work in-person atbusiness location)

Type of Appointment: Full Time, Probationary

Job Classification: Events Conference PlannerII

Anticipated Hiring Range: $4,617-$4,998 permonth

Work Schedule: Monday-Friday, 8:00 a.m.-5:00 p.m.;schedule may vary based on operational needs and includesoccasional evenings and weekends for concerts and events.

THE DEPARTMENT

The mission of the Music Department is to encourage all students torealize their highest musical, academic, and professionalpotential. The department prepares individuals for a variety ofcareers in music, including teaching, business, and performance,and provides General Education courses for the general studentpopulation and in support of teacher education. The faculty of theMusic department believes that the presence of music in a person'slife is rewarding, fulfilling, and necessary for a balanced life,and that they have a responsibility to fairly present and representthe complex tapestry of contemporary American musical life. Thedepartment aims to present a balanced view of the musicalcontributions of both genders and the various nationalities andethnicities of the state's population.

DUTIES AND RESPONSIBILITIES

• Functions as event producer for all Music Department-sponsoredevents annually, ensuring successful on-time delivery.
• Maintains events, operations, leasing, and production calendarsfor the music department.
• Schedules concerts, rehearsals, master classes and events withfaculty, staff, students and guest artists.
• In consultation with the Department Chair, coordinates use ofdepartment performance spaces with performers and outsidegroups.
• Prepares standard facility use agreements for the Chair'sreview and signature.
• Schedules venues and oversees event details.
• Coordinates patron services for events and establishes venuepolicies and procedures.
• Extends invitations to VIPs, arranges receptions, solvesproblems or concerns that arise.
• Assists disabled individuals with seating; ensures the safetyof patrons and staff throughout the event.
• Coordinates recruitment and hiring activities for studentassistants in collaboration with the appropriate manager and HumanResources.
• Schedules, trains, and provides day-to-day work direction tostudent assistants supporting event operations.
• Reviews work for completeness and quality and providesperformance input to the appropriate manager.
• Reviews and processes student payroll hours within establishedprocedures and deadlines.
• Determines what staff are needed for each event and schedules,leads, and evaluates the performance of student assistants, stagemanagers, stage assistants, ushers, audio engineers, box officeattendants, publicity staff, graphic designers, photographers, andlighting engineers.
• Responsible for ticketing services for all music events.
• Recommends and oversees activation of online ticketing servicesand POS system ensuring compliance with PCI security policies.
• Designs and produces physical tickets.
• Oversees, trains and evaluates the performance of studentassistants hired as lead box office attendants.
• Coordinates event-related financial activities for eventproceeds, merchandise sales, special projects, and tour fees.
• Tracks all event expenses and income; creates detailedpre-event projections; reconciles actual expenses and event incomeon a monthly basis.
• Prepares and processes deposits and ensures monies areallocated to the proper accounts to eliminate excess bank fees forproceeds of approximately $50,000 annually.
• Coordinates requests for non-academic performances by MusicDepartment ensembles and student musicians.
• Processes required documentation and invoices clients forapproved performances.
• Directs the content, design and production of all musicdepartment communications: posters, programs, brochures, ads.
• Authors articles and announcements of activities andaccomplishments.
• Designs and implements visual displays for the music buildingand other campus marquees, as well as any portable, oft-campusdisplays.
• Independently oversees, determines and executes the content anddesign of the music website ensuring the site is updated and keptcurrent.
• Ensures ATI compliance of web pages per established universitypolicy.
• Coordinates with music faculty on content development andupdates.
• Develops content for and moderates the department socialnetworking feeds - Facebook, Twitter, lnstagram, YouTube - thatreach an extensive base of alumni, students, faculty, potentialstudents, and the general community with important departmentmessaging.
• Establishes strategies to grow the community and extend thereach of department messaging.
• Develops and executes publicity/marketing objectives andstrategies to meet department goals.
• Evaluates the success of established strategies in meeting thedefined objective.
• Oversees publicity budget, responsible for tracking expensesand reconciling account on a monthly basis.
• Independently determines how funding will be spent to supportdepartment needs.
• Researches and writes procedural policies.
• Oversees compliance of legal issues to ensure that performerand composer releases are received and negotiation of licensingfees for protected material continues.
• Coordinates with the College Communications Team, StrategicCommunications, and other campus partners to promote departmentactivities and events through social media, campus communications,and local and regional media outlets.
• Develops articles, announcements, and other promotional contenthighlighting newsworthy activities and achievements of departmentfaculty, staff, and students.
• Develops publicity associated with fundraising and recruitmentefforts with appropriate department, college, or universityofficials.
• Designs and executes materials for approved departmentefforts.
• Independently develops and oversees department-wide alumnievents.
• Serves as a resource for the music department in variouscircumstances.
• Answers questions and refers students as needed.
• Provides tours to prospective students and parents.
• Provides interviews to student writers working for the campusnewspaper.
• Advises students preparing for senior projects, recitals, andproject events.
• Assists with production of recital programs and flyers thatpromote their events.
• Mentors interns in tasks that support establishedobjectives.
• Documents all department activities for archival andaccreditation purposes.
• Maintains digital and physical archive files.

QUALIFICATIONS

• Bachelor's Degree - In public relations, journalism, marketingor a related field with demonstrated experience in storytelling,editing especially on digital platforms.
• Up to two years or related professional or technicalexperience.
• Comprehensive, in-depth knowledge of communications, strategiccommunications, media, and/or marketing theories and concepts inorder to develop and execute communications strategies and plans topromote and position the university.
• Expert knowledge of university communication objectives andability to translate them into effective communication and mediacampaigns.
• Ability to understand issues from abroad, strategicperspective.
• Ability to effectively manage media relations and applyeffective media strategies and techniques.

PREFERRED QUALIFICATIONS

• Experience coordinating or producing concerts, performances,conferences, or similar events.
• Experience with ticketing and box office operations, includingpoint-of-sale systems.
• Experience tracking event revenues, expenditures, deposits, andrelated financial activity.
• Experience developing event publicity, promotional materials,web content, and social media communications.
• Experience providing day-to-day work direction, training, andscheduling for student or temporary event staff.
• Experience working collaboratively with performers, faculty,staff, students, vendors, and community partners.

Out of State Work

The California State University (CSU) system is a network oftwenty-three public universities providing access to a qualityeducation through the support of California taxpayers. Part ofCSU's mission is to prepare educated, responsible individuals tocontribute to California's schools, economy, culture, and future.As an agency of the State of California, the CSU's businessoperations almost exclusively reside within California. The CSUOut-of-State Employment Policy prohibits hiring employees toperform CSU-related work outside California. For more information,go to the CaliforniaState University Out-of-State Employment Policy.

Background Check

Cal Poly Pomona will make a conditional offer of employment tofinal job candidates, pending the satisfactory completion of abackground check (including a criminal records check). Theconditional offer of employment may be rescinded if the backgroundcheck reveals disqualifying information, and/or it is discoveredthat the candidate knowingly withheld or falsified information. Indetermining the suitability of the candidate for the position, CalPoly Pomona will give an individualized assessment to anyinformation that the applicant submits for consideration regardingthe criminal conviction history such as the nature, gravity andrecency of the conviction, the candidate's conduct, performance orrehabilitation efforts since the conviction and the nature of thejob applied for. For more information, go to the CaliforniaState University Background Check Policy.

Education Code 89521 Requirements

Applicants will be required to disclose whether they have receiveda final administrative decision or final judicial decisiondetermining that they have committed sexual harassment within thelast 7 years only after a determination is made that they meet theminimum qualifications for the position, and before an offer ofemployment is extended. Applicants who reach the final stages ofthe application process must also sign a release form thatauthorizes the release of information by the applicant's currentand/or former employers to the CSU concerning any substantiatedallegations of misconduct.

CSU Classification Salary Range

This position is part of the CSUEU bargaining unit 9. The CSUClassification Standards for this position are located on the CSU Classification Standards website. The CSU Salary Scheduleis located on the CSU Salary Schedule website. The classification salary rangefor this position according to the respective skill level is:minimum $4,617 and maximum $6,727 per month. Please refer to theanticipated hiring range for the appropriate salary rate for thisparticular position.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to workin the United States. In compliance with federal law, all personshired will be required to verify identity and eligibility to workin the United States and to complete the required employmenteligibility verification form upon hire. For more information, gothe I-9Acceptable Documents website.

University Driving Requirement

Positions that require driving for university business by using apersonal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored andevaluated by the Risk Management Department. The Risk ManagementDepartment evaluates a good driving report based on the followingcriteria. The driver must: 1. Have a valid California or otherState Driver's license. 2. Have no more than 3 motor vehicleviolations or been the cause of 3 accidents in a 12-month period(or any combination of 3 thereof) 3. Not have more than 3 DMVPoints, if their license is Class C or, 4. Not have more than 5 DMVPoints, if their license is Class A, B, or C with endorsements. Formore information, go to the Authorized University Driver Policy.

Security & Fire Safety

In compliance with state and federal crime awareness and campussecurity legislation, including the Jeanne Clery Campus Safety Act,California Education Code section 67380, and the Higher EducationOpportunity Act (HEOA), Cal Poly Pomona's Annual Security Reportand Annual Fire Safety Report are available for viewing at Cal PolyPomona's Annual Security Report and Cal Poly Pomona's Annual Fire Safety Report.

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or inany other manner discriminate against employees or applicantsbecause they have inquired about, discussed, or disclosed their ownpay or the pay of another employee or applicant. For moreinformation, see the Pay Transparency Nondiscrimination Provision poster.

Reasonable Accommodation

We provide reasonable accommodations to applicants and employeeswith disabilities. Applicants with questions about access orrequiring a reasonable accommodation for any part of theapplication or hiring process should contact the ADA Coordinator byemail at [e-mail]. Formore information, go to Employment Notices.

Equal Employment Opportunity

Consistent with California law and federal civil rights laws, CalPoly Pomona provides equal opportunity in employment withoutunlawful discrimination or preferential treatment based on race,sex, color, ethnicity, or national origin. Our commitment to equalopportunity means ensuring that every employee has access to theresources and support they need to thrive and succeed in auniversity environment and in their communities. Cal Poly Pomonacomplies with Title VI of the Civil Rights Act of 1964, Title IX ofthe Education Amendments of 1972, the Americans with DisabilitiesAct (ADA), Section 504 of the Rehabilitation Act, the CaliforniaEquity in Higher Education Act, California's Proposition 209 (Art.I, Section 31 of the California Constitution), other applicablestate and federal anti-discrimination laws, and CSU'sNondiscrimination Policy. We prohibit discriminatory preferentialtreatment, segregation based on race or any other protected status,and all forms of discrimination, harassment, and retaliation in alluniversity programs, policies, and practices.

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona's Employment Notices web page.