Production Coordinator

EVENTS SPEC 2 CX (005414)

UCPath Position ID: 40888877

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1117509

Approved Date:

8/5/2026 7:22:18 PM

Date Last Edited:

8/5/2026 7:22:14 PM

Last Action Effective Date:

7/25/2023

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1210O

Organization:

SCHOOL OF ARTS AND ARCHITECTURE        

Division Code:

1211D

Division:

PUBLIC ARTS UNIT                       

Department:

047500 - HAMMER MUSEUM

Position Details

UCPath Position Number:

40888877

Position Description ID

166194

UC Payroll Title:

EVENTS SPEC 2 CX (005414)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

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:

40050997

Reports to Payroll Title:

EVENTS SPEC 3 CX

UCPath Department Head Position Number:

40045636

Department Head Payroll Title:

PERFORMING ARTS MGR 1

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

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.

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.

Public Program Production

1. Attend all programs as required (approximately 3-4 nights per week).

2. Under supervision of Manager and Director, Public Programs keep up to date and serve as informational source on all aspects of public programs including but not limited to run-of-show, arrival times, and program notes; take detailed notes for event reports, including but not limited to audience reaction, attendance, logistical problems, and suggestions for improvement.

3. Serve as Museum representative at public programs events and demonstrate the highest level of customer service to ensure that the visitor experience is positive, streamlined, effective, and without conflict, problems or issues; troubleshoot with Manager and Director, Public Programs, Visitor Experience staff, and other appropriate staff to address problems and customer service issues that arise.

4. Interact and communicate courteously and professionally with the public, including responding to inquiries and providing information; greet and direct arrivals; coordinate with visitor experience teams as appropriate.

5. Under supervision of Manager and Director, Public Programs handle all aspects of program execution from planning through delivery as assigned. This may include but is not limited to preparing the theater and all related materials, greeting guests as they arrive, preparing refreshments, discussing upcoming programs and exhibits with guests, collecting visitor data, and introducing programs.

6. In partnership with the public programs team and other key stakeholders consider and execute production details for each public program and utilize the events database and timelines to communicate and coordinate internally. Ability to visualize and anticipate all event logistics and incorporate into comprehensive  event timelines and checklists.

7. Under supervision of Manager and Director, Public Programs create and/or coordinate design  of ephemera relating to public programs, including but not limited to signage and way-finding, programs, raffle tickets, and suggestion slips for programming ideas.

8. Under supervision of Manager and Director, Public Programs coordinate and assist with AV needs for programs (e.g., PowerPoint and Keynote presentations) as needed.

50%

Contract, Budget, and Logistics Management

1. In collaboration with Manager and Director, Public Programs serve as the day to day point of contact for all public program related logistics and administration.

2. In collaboration with Manager and Director, Public Programs plans and implements all logistical aspects of public programs, including AV, rentals, vendors, catering, travel arrangements, payment information.

3. Under supervision of Manager and Director, Public Programs actively manages public programs database which serves to coordinate all logistical activity as well as archive of public programs activities. Trains new users, works to improve functionality over time, and ensures quality control of all data entered by others for public programs.

4. Under supervision of Manager and Director, Public Programs develops, seeks appropriate approvals, and oversees the routing and return of approximately 600 presenter and 50 vendor contracts annually.

5. Under supervision of Manager and Director, Public Programs coordinates risk management process for public programs by securing Certificates of Insurance as appropriate and working with Legal and Curatorial Affairs as more complex issues arise.

6. Under supervision of Manager and Director, Public Programs supports the creation of and provides day to day management of the public programs budget to ensure that expenses do not exceed budget.

7. Work with finance and Manager and Director, Public Programs to ensure: timely payment of all presenters in accordance with contract terms; accurate and up to date budget reports; prompt processing of expense reports and reimbursable; accurate reconciliation of departmental credit cards; and appropriate management of petty cash.

8. In collaboration with Manager and Director, Public Programs, provide periodic financial summaries to Curatorial Affairs, quarterly and as requested.

9. Coordinate and manage public programs parking comps; submit logs as requested and ensure appropriate use of public programs hosted parking stamp.

10. Under supervision of Manager and Director, Public Programs ensures that each public program is produced in accordance with Museum policy and procedures.

11. Under supervision of Manager and Director, Public Programs prepare contracts, budgets, correspondence, memoranda, reports, tables, forms, schedules, and other information; checking facts, spelling, punctuation, and grammar with a high degree of accuracy.

12. Under supervision of Manager and Director, Public Programs manage supply ordering for Public Programs Department, including but not limited to standard items and specialty supplies (e.g., wristbands for the summer concert series).

13. Proactively manage, organize, and archive Public Programs files in electronic and hard copy.

40%

Communications

1. With guidance of Manager and Director, Public Programs creates and maintains departmental calendars, to-do lists, and project and production schedules, including but not limited to the Public Programs seasonal calendars, staffing calendars, and attendance records.

2. With guidance of Manager and Director, Public Programs contacts publishers, agents, and universities for promotional materials to be included in the Museum's seasonal calendars and website event pages.

3. With guidance of Manager and Director, Public Programs facilitates tracking of and response to the large volume of submissions and proposals received by the Public Programs Department.

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

Bachelor's Degree

in related area and/or equivalent combination of education and experience/training

Required

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

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF 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

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Non-University Setting(s)

Location:

Hammer Museum

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

X

Squatting/Kneeling

X

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

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.