EVENTS CRD 3

The Regents of the University of California on behalf of their Los Angeles Campus; Los Angeles (CA); On-site; USD 52,000 - 75,000; Full time

Job summary

UCLA’s Public Programs unit seeks an Outreach & Programs Coordinator to drive audience engagement, manage the Billy Wilder Theater and Virtual Screening Room, coordinate media logistics, and support program notes and administration. This role requires collaboration with campus partners, event planning, and flexible hours including nights and weekends.

Under supervision, you will execute complex tasks, oversee student staff, and ensure smooth public events in alignment with library and university

Qualifications

• Experience with community and nonprofit organizations to cultivate audiences.
• Experience in public presentation settings, including managing a theater for film screenings.
• Experience managing student staff.
• Strong customer service and communication skills.
• Experience with time management and scheduling film events and productions.
• Skill in setting priority assignments and adapting to workload changes.
• Ability to communicate effectively to obtain and convey information.
• Knowledge of policies and procedures in public programming and exhibition.
• Ability to exercise sound judgment and solve problems quickly.
• Interpersonal skills to work with project teams and Archive units.
• Interpersonal skill to deal with media artists, filmmakers, and press.
• Proficiency in Microsoft Office, Excel and Google Suite; Zoom.
• Knowledge of box-office procedures and theater management.
• Skill in supervising Student Assistant employees.
• Ability to interact diplomatically with the public in high-volume settings.
• Ability to work flexible hours nights/weekends.
• Knowledge of university/library policies (preferred).

Responsibilities

• Outreach & Engagement: collaborate with archive programmers to cultivate audiences for in-person and online programming.
• Event Space Management: manage operations of the Billy Wilder Theater, Virtual Screening Room, and other venues; oversee staff.
• Media Traffic Coordination: ensure timely delivery of media and logistics for screenings; coordinate with internal and external teams.
• Programming & Administration: contribute to Public Programming calendar, verify media quality and availability, write program notes, and support meetings.

Skills

Community outreach

Theater management

Student staff management

Customer service

Time management

Prioritization

Effective communication

Public programming policies

Problem solving

Team collaboration

Media/press liaison

Microsoft Office / Excel / Google apps

Box-office procedures

Supervising student staff

Public interaction in large settings

Evening/weekend flexibility

University/library policies (preferred

Education

High School Diploma

Job description

Special Instructions to Applicants

This position REQUIRES that a RESUME and COVER LETTER be submitted in addition to the application. Please have ALL FILES ready when applying.

Department Summary

The Public Programs unit of the Film & Television Archive conceptualizes live and virtual cinema programs for both in-theater exhibition and virtual screening platforms in a year-round capacity. Public Programs coordinates an on-going calendar of screening events of contemporary, historical and archival films curated from various sources, including FTVA's various collections as well as local & international studio & independent film archives and contemporary international distributors. Public Programs is responsible for programs from ideation through research to execution and works closely with the Motion Picture and Television Offices, Research and Study Center, and Library Communications and Marketing to fulfill FTVA's mission to advocate for the accessibility of all moving images in all formats.

Position Summary

Under the direction of the Senior Public Programmer, the Outreach & Programs Coordinator (OPC) executes interrelated, complex tasks supporting all aspects of Archive public programs and public engagement. Core responsibilities include 1) Outreach & Engagement 2) Archive-related Event Space Management 3) Media traffic coordination and 4) Programming & Administration. Outreach & Engagement responsibilities include collaborating with Archive programmers of record to identify community and campus outreach opportunities in order to cultivate audiences for in-person and online programming; liaising with community and campus partners to distribute promised partnership promotional materials in support of Archive public events; researching and identifying new partners, collaborators, and audiences to diversify and increase campus and community engagement; working closely with Library Marketing and Communications staff to formally organize and track outreach efforts. For the purposes of online access, secure the necessary signed release forms and coordinate with the Library's Marketing and Communications team to advance archival access. Event Space Management includes managing operations for the Billy Wilder Theater, the Archive's Virtual Screening Room, and other venues; hiring, training, and scheduling Theater Assistants and Student Coordinators at the Billy Wilder Theater and other event spaces; preparing box office reports, event timelines, and complimentary seating lists; maintain accurate, written operating procedures and ensuring public programs run smoothly in accordance with UCLA Library, FTVA, and Hammer protocols; liaising with invited on-stage guests and vendors before, during, and after events, to coordinate hospitality, set up for book signings and other tabled events in the theater lobby or appropriate respective spaces; meeting and overseeing event photographers, as needed; facilitating accessibility requests, including booking ASL interpretation vendors; coordinating live and pre-recorded film events for the Virtual Screening Room during online-only programming and ensuring they run smoothly; and coordinating FTVA/BWT receptions, following Hammer Museum guidelines and working with Library partners such as Library Development, get quotes from caterers, handle parking and signage; coordinate and order refreshments offered at other screenings, as approved by Director. Media Traffic Coordination requires working closely with public programmers to ensure timely delivery of media, including film prints, hard drives, computer files etc. to the event spaces for all screening events. In this capacity, the OPC will communicate with external archives and vendors, in addition to internal Archive collection services staff (including the Digital Lab) to confirm shipping terms and tracking delivery/return progress. Programming & Administration duties include introducing film screenings and events as needed; contribute programs to the Public Programming calendar, including selection of titles, confirmation of media quality and availability and writing program notes, as requested; executing administrative duties, including preparing departmental programming meetings and agendas; work with Hammer to submit EOLs (UCLA Events Online registration), as necessary.

Salary & Compensation

*UCLA provides a full pay range. Actual salary offers consider factors, including budget, prior experience, skills, knowledge, abilities, education, licensure and certifications, and other business considerations. Salary offers at the top of the range are not common. Visit UC Benefit package to discover benefits that start on day one, and UC Total Compensation Estimator to calculate the total compensation value with benefits.

Qualifications

• Experience working with community and non-profit organizations to cultivate audiences. (Required)
• Experience working in public presentation settings, including managing a theater for film screenings. (Required)
• Demonstrated experience in the management of student staff. (Required)
• Demonstrated strong customer service and communication skills. (Required)
• Experience with time management and scheduling of film events and productions. (Required)
• 1. Skill in setting priority assignments, taking direction from supervisor, to complete work in a timely manner, especially when there are changes to workload or assignments. (Required)
• 2. Ability to communicate effectively to obtain and convey information. (Required)
• 3. Working knowledge of current policies and procedures accepted and used by the media community in the areas of public programming and exhibition. (Required)
• 4. Demonstrated ability to exercise sound judgment, initiative, and resourcefulness in identifying and solving problems and making decisions quickly and efficiently when working with individuals, groups, and for public events. (Required)
• 5. Interpersonal skills to work cooperatively and effectively with project team including Archive units in Research & Education, Public Programming, Library Business Office, Cinema and Media Studies Department, TFT. (Required)
• 6. Interpersonal skill to deal effectively with media artists, filmmakers, industry and press personnel from a variety of economic, cultural, professional and national backgrounds. (Required)
• 7. Proficiency in Microsoft Office, Excel and Google Suite; proficiency with Zoom or other video conferencing applications. (Required)
• 8. Knowledge of standard box-office procedures and theater management. (Required)
• 9. Skill in supervising Student Assistant employees and organizing workflow to provide efficient patron service. (Required)
• 10. Ability to interact diplomatically with the public in a high volume, continuous public interactive setting. (Required)
• 11. Ability to work flexible hours on nights and weekends as required by the production schedule. (Required)
• 12. Working knowledge of University and Library policies and practices in areas related to the management of public programs, sustaining a safe working and public environment, and ensuring the security of collection items. (Preferred)

Education, Licenses, Certifications & Personal Affiliations

• High School Diploma High school diploma and / or equivalent certification / experience / training (Required)

Special Conditions for Employment

• Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.
• Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.
• Evening and / or weekend work (Required)

Schedule

Varies. Working Schedule will include evening and weekend hours.

Union/Policy Covered

99-Policy Covered

Complete Position Description

https://universityofcalifornia.marketpayjobs.com/ShowJob.aspx?EntityID=38&JDName=Events Coordinator 3 (TBD_1000598)