Production Coordinator

UCLA; Los Angeles (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

The Hammer Museum at UCLA is seeking an Events Specialist to support planning and execution of public programs, including lectures, readings, and film screenings. You will manage logistics from planning through delivery, coordinate AV, signage, tickets, and timelines, and maintain program records while communicating with publishers, agents, and universities for seasonal materials.

Flexibility to work evenings and weekends is required.

Qualifications

• 3+ years Experience in managing and producing public facing programs, activities, or similar events.
• Preferred: cultural, arts, higher education, and/or non-profit background with museum standards.
• Knowledge of event production tech (sound, lighting, recording, projection) preferred.
• Demonstrated ability to produce highly organized, efficient, professional programs.
• Ability to build relationships and collaborate across all organizational levels.
• Discretion in handling sensitive or confidential information.
• Budgeting, financial analysis, and cost-control experience.
• Ability to delegate and work hands-on within a team.
• Strong prioritization, multi-tasking, and deadline management.
• Excellent written and verbal communication; produce professional correspondence.
• Strong negotiation and interpersonal skills.
• Excellent interpersonal skills for internal/external collaboration.

Responsibilities

• Plan and execute Hammer Museum public programs (lectures, readings, films, performances).
• Support full event arc from planning to delivery including theater prep, guest greeting, AV support.
• Create event timelines, checklists, and program-related ephemera (signage, programs, tickets).
• Maintain run-of-show details, arrival times, program notes, and event reports.
• Coordinate rentals, vendors, catering, AV staffing, and travel arrangements.
• Maintain the public programs database and training its users.
• Prepare and track contracts, payments, expense reports, and petty cash.
• Communicate calendars, to-do lists, and production schedules; liaise with publishers/agents.
• Respond to program submissions and proposals; handle other duties as assigned.

Skills

Public programs management

Budgeting

Relationship building

Communication

Team collaboration

Time management

Discretion/confidentiality

Education

Bachelor's Degree in related area

Tools

Microsoft Word

Outlook

PowerPoint/Keynote

Excel

FilemakerPro

Adobe Creative Suite

Job description

Department Summary

The Hammer Museum believes in the promise of art and ideas to illuminate our lives and build a more just world. We champion the art and artists who challenge us to see the world in a new light, to experience the unexpected, to ignite our imaginations. The Hammer understands that art not only has the power to transport us through aesthetic experience but can also provide significant insight into some of the most pressing cultural, political, and social questions of our time. We share the unique and invaluable perspectives that artists have on the world around us. A vibrant intellectual and creative nexus, the Hammer is fueled by dynamic exhibitions and programs—including lectures, symposia, film series, readings, and musical performances) that spark meaningful encounters with artistic expression.

Department Summary

The Hammer Museum believes in the promise of art and ideas to illuminate our lives and build a more just world. We champion the art and artists who challenge us to see the world in a new light, to experience the unexpected, to ignite our imaginations. The Hammer understands that art not only has the power to transport us through aesthetic experience but can also provide significant insight into some of the most pressing cultural, political, and social questions of our time. We share the unique and invaluable perspectives that artists have on the world around us. A vibrant intellectual and creative nexus, the Hammer is fueled by dynamic exhibitions and programs—including lectures, symposia, film series, readings, and musical performances) that spark meaningful encounters with artistic expression.

Position Summary

The Production Coordinator assists Manager and Director of Public Programs with the planning and execution of the Hammer Museum's public programs, including lectures, readings, symposia, film screenings, musical performances, and other events. The successful coordinator will support the full arc of program execution from planning through delivery, including theater and materials prep, guest greeting, refreshments, AV support, and the creation of comprehensive event timelines and checklists with the broader programs team, while also creating or coordinating program-related ephemera such as signage, programs, and tickets. They will stay current on run-of-show details, arrival times, and program notes and capture detailed event reports on attendance, audience reaction, and logistics. Beyond production, the role serves as a day-to-day point of contact for program logistics and administration, handling rentals, vendors, catering, AV staffing requests, and travel arrangements; maintaining the public programs database and training its users; preparing and tracking hundreds of accurate contracts annually and ensuring timely presenter payments, expense report processing, credit card reconciliation, and petty cash management; and overseeing parking comps, supply ordering, and the organization and archiving of departmental files. The position also supports departmental communications by maintaining calendars, to-do lists, and production schedules, reaching out to publishers, agents, and universities for promotional materials for the Museum's seasonal calendars and website, preparing accurate correspondence, reports, and other written materials, and tracking and responding to the high volume of program submissions and proposals the department receives, along with any other program production, logistics, or communications duties as assigned. This full-time, on-site, hourly position requires working evenings approximately twice a week as well as some weekends.

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

• 3+ years Experience in managing and producing public facing programs, activities, or similar events. (Required)
• Prior cultural, arts, higher education, and/or non-profit experience, and knowledge of museum and art world standards, practices, and procedures strongly preferred. (Preferred)
• Working knowledge of the technical aspect of event production; such as sound, lighting, recording, and projection (Preferred)
• Proven skill and ability in producing programs and related activities that are highly organized, efficient, and professional (Required)
• Demonstrated ability to create effective relationships, influence, and collaborate internally and externally at all organizational levels. (Required)
• Ability to discreetly and tactfully recognize and handle sensitive and confidential information (Required)
• Proven skill in budget and financial analysis preparation and management, and cost control (Required)
• Ability to tactfully assign responsibility and manage across and up; combined with willingness to work in a \"hands on\" manner and as part of a team (Required)
• Ability to prioritize and adjust heavy workload, manage a variety of tasks, and meet various deadlines with changing priorities, frequent interruptions, and conflicting deadlines (Required)
• Demonstrated skill in communicating professionally and effectively with all levels of staff to respond to needs, determine priorities, and manage expectations (Required)
• Excellent verbal and written communication skills; ability to write correspondence, reports and published materials (Required)
• Skill in negotiating, exchanging ideas, information, and opinions and arrive jointly at decisions, conclusions, or solutions. Excellent interpersonal skills to interact diplomatically and establish and maintain cooperative working relationships internally and externally (Required)
• Excellent computer skills, particularly in Microsoft Word, Outlook, PowerPoint/Keynote, Excel, FilemakerPro and Adobe Creative Suite (Required)

Education, Licenses, Certifications & Personal Affiliations

• Bachelor's Degree in related area and/or equivalent combination of education and experience/training (Required)

Special Conditions for Employment

• Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.
• Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.
• Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.
• Ability to regularly work evenings and weekends. (Required)

Schedule

Office hours: 9:30am - 6:30pm. Requires flexible hours including frequent evenings and weekend.

Union/Policy Covered

CX-Clerical & Allied Services

Complete Position Description

https://universityofcalifornia.marketpayjobs.com/ShowJob.aspx?EntityID=38&JDName=Events%20Specialist%202%20CX%20(40888877)