Outreach & Programs Coordinator

EVENTS CRD 3 (006304)

UCPath Position ID: TBD_1000598

Position Description History/Status

Approved Date:

10/20/2026 4:51:59 PM

Date Last Edited:

10/20/2026 4:51:54 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

8300O

Organization:

UNIVERSITY LIBRARY                     

Division Code:

8310D

Division:

UNIV LIBRARY DIV                       

Department:

046100 - FILM & TV ARCHIVE

Position Details

UCPath Position Number:

TBD_1000598

Position Description ID

265918

UC Payroll Title:

EVENTS CRD 3 (006304)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

BYA

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40043326

Reports to Payroll Title:

Events Spec 3 CX

UCPath Department Head Position Number:

40061941

Department Head Payroll Title:

ADMIN MGR 2

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

 STDT 2

4921

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.

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.

OUTREACH & PUBLIC ENGAGEMENT

1. Coordinates with Library Communications staff to track & organize outreach efforts for public

programming.

2. Researches community organizations internally & externally for audience engagement.

3. Serves as primary contact for community organizations, coordinating collaborative involvement &

promotional material distribution, working with Library Communications.

4. Cultivates ideas & relationships for future outreach & work with Programming and Mar/Comm to

identify & work with new partnerships for audience engagement.

5. Supports & arranges accessibility requests in collaboration with the programmers, including ASL

interpretation.

6. Provide tracking of release forms & secure necessary releases for the purposes of public

engagement & online access.

20%

EVENT SPACE MANAGEMENT

1. Obtains &/or prepares timelines for all Archive events.

2. Hires/trains/schedules/oversees Student Assistants for box office & ushering, assigning duties &

tasks per event needs.

3. Delegates/coordinates, & performs maintenance duties as they relate to operations, maintaining

a neat/ordered environment in & around event spaces, including the lobby & box office.

4. Liaises/coordinates w/ UCLA Library & venue staff on relevant operations including timelines,

special requests, equipment or security needs, & box office or lobby issues or inquires.

5. Coordinates w/ programming, comms or FTVA director, prepares/manages comp & parking lists

& procures/maintains/disburses parking chits to approved guests.

6. Track RSVPs, attendance, & survey responses in coordination w/ programming & mar/comm.

25%

EVENT SPACE MANAGEMENT

7. Coordinate catering and orders refreshments offered at special receptions and screenings, as approved by Director.

8. Introduces film screenings, when needed or requested.

9. Upon request and time permitting, propose quarterly programs to Senior Programmer. If approved, writes notes, secures elements, processes accounting paperwork and performs introductions.

10. Provides support, as requested, to programmers to arrange guest travel, hospitality, honoraria, and speaker fees.

0%

MEDIA TRAFFIC COORDINATION

1. In coordination with the public programmer, communicates with external archives and vendors,

to coordinate delivery and return of necessary media for every screening program in the

programming calendar.

2. Arrange pick-up and delivery of local prints and media with shipping vendors as well as schedule

any necessary FedEx or other courier pickups and deliveries.

3. Communicate with internal Archive collection services staff (including the Digital Lab) to

coordinate weekly van runs between the PHI STOA and event spaces, including updating and

tracking workflows in Confluence, Jira and other software.

20%

HOUSE OPERATIONS

1. Prepares box office, ensures necessary equipment is in place & operating, & supports

projectionist with stage setting (chairs, mics etc) when requested.

2. Secures equipment & facility & restores the event space to normal condition after

screenings/events.

3. Supervises, maintains & stocks all approved display areas with publicity materials for FTVA's

programs.

4. Monitors progress of screenings/events in the event space, and as needed, troubleshoots, makes

announcements to the audience after consulting w/ projectionist and/or programmer.

5. Attends & supports non-public events as requested incl. press screenings, FTVA promotional use,

etc.

15%

DOCUMENTATION & TECHNICAL OPERATIONS

1. Operates or assigns student worker to operate the podium & stage lighting for introductions &

Q&As.

2. Works with projectionist & student workers on use of mics of audience questions & ensures

camera is on to record introductions and Q&As.

3. Liase with on stage guests to obtain signed release forms and provide basic hospitality (water,

green access etc).

4. Serve as back-up to projectionist in delivering files from camera upon request by the senior

programmer.

5. Provides technical support for Archive staff and guests prior to programs and during real-time

execution of live-streamed events.

10%

HOUSE SAFETY

1. Provides for the safety of patrons while maintaining the integrity of the venue.

2. Oversees and ensures that event space practices and procedures adhere to safety rules and

regulations established by the City or State Fire Marshal; works with Hammer to submit EOLS, as

needed.

3. Awareness of all emergency protocols in the event space; exercises those protocols in a safe and

responsible manner in the event of an emergency or incident.

4. Works closely with UCLA Library , Hammer Museum & other event spaces / venues to ensure that

guidelines & policies of the venue & FTVA are met for smooth operations and safety.

5. Conducts crowd control as needed.

6. Ensures orderly queuing & seating of patrons.

10%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

High School Diploma

High school diploma and / or equivalent certification / experience / training 

Required

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

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF 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

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Other University Setting(s)

Location:

Billy Wilder Theater, Hammer Museum

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.