Events Coordinator

EVENTS SPEC 2 (006291)

UCPath Position ID: TBD_2050

Position Description History/Status

Approved Date:

10/10/2024 4:13:20 PM

Date Last Edited:

10/10/2024 4:13:18 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1240O

Organization:

HERB ALPERT SCHOOL OF MUSIC            

Division Code:

1241D

Division:

HERB ALPERT SCHOOL OF MUSIC            

Department:

044000 - ETHNOMUSICOLOGY

Position Details

UCPath Position Number:

TBD_2050

Position Description ID

230264

UC Payroll Title:

EVENTS SPEC 2 (006291)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 19

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)

0.75

SUPERVISION

UCPath Reports to Position Number:

40053236

Reports to Payroll Title:

ADMIN OFCR 3

UCPath Department Head Position Number:

40053821

Department Head Payroll Title:

ADMIN MGR 2

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

Reporting to the Department Chairs and Department Manger, the Events Coordinator serves as the Department of Ethnomusicology and Global Jazz Studies IDP events coordinator. Primary responsibilities include coordinating pre-production logistics for department/program events, from event inception (working with theater staff, faculty and students on production estimates and logistics) through the budget approval process with the department manager; gathering approved event information for publication across events calendars and for select concert programs; for selected events: setting up ticket processes, reception planning, handling guest artist relations, assisting with planning guest travel and accommodations. Supervise the production and printing of concert programs. The incumbent will also serve as the publication's coordinator for the Department of Ethnomusicology. The incumbent is responsible for overseeing the production and distribution of the Department of Ethnomusicology publications. This role involves working with the department faculty and managing the publication process from content development to final product, ensuring adherence to departmental standards and deadlines. Manage the sales, inventory and shipping of Ethnomusicology publications, audio and visual products through the online store as well as in person events as needed. Also maintain all publications files and updated copyright policies and procedures; develop and maintain publications business plan and budget in Ethnomusicology Publications.

Ethnomusicology involves the study of different music from all over the world, using a variety of disciplinary perspectives. The Department of Ethnomusicology, the largest and first of its kind in a U.S. university, offers courses that cover: music of virtually every region of the world and many ethnic groups in the U.S., popular music and film music. Most courses combine an interest in music as an art form with questions about how musical art and practice relate to other aspects of culture, society, politics, and economics. Courses are given on the philosophy and aesthetics of music. In addition to lecture courses, the department offers performance ensemble courses in several world and American music traditions. The department is also aligned with the departments of Music Performance, Education, and Composition, and Musicology. It aspires to promote productive collaboration between performance and scholarship, cross-cultural global understanding of the art of music, and preparatory training for a broad range of careers in music after graduation.

Jazz is a global and constantly evolving phenomenon, with roots and their extensions in Africa, the Americas, Europe and Asia. As a cultural force, jazz has a powerful tendency to transform the musical and political worlds it engages. We cultivate jazz’s transformative capabilities in our curriculum while honing the skills and talents of our students. Students have the opportunity to play in multiple ensembles and work 1-on-1 with artist-teachers in individual studios. Our courses immerse students in the vibrant history and culture of jazz.

In the best liberal arts tradition, you will enjoy interdisciplinary contact from the departments of ethnomusicology, musicology and music industry at the School of Music and UCLA’s arts and humanities departments. We are committed to giving students the best academic and musical preparation, while taking advantage of the many performance opportunities on campus and in Los Angeles.

Events Coordination

• Work in close conjunction with faculty, staff, and Theater Director to determine event scheduling and production needs.

 • Have regular meetings with the department manager to review planned events and approve expenses.

• Work in close conjunction with Theater Director and faculty event sponsors to create cost estimates and review for accuracy before presenting to department manager.

• Coordinate with the School's Instrument Librarians, World Music Instrument Curator and Piano Technicians to ensure that the necessary instruments and equipment are available and in performance-ready condition for department/program events.

25%

Events Marketing

 • Have regular meetings with the Communications Team to review program content, event production deadlines, and publicity strategies across the School of Music.

• Manage, create, and update new and existing standard operating procedures for events, such as, but not limited to standards and deadlines for print programs; required information gathering for promotion; communication with key School of Music teams involved in the production and coordination for each event; troubleshooting standards; etc.

• Work with Communications to develop programs for selected events. Gather program content from faculty and students and deliver to Communications following established production deadlines.

10%

Events Production

• Ensure programs are delivered to the theater staff prior to events.

• Facilitate movement of instruments and equipment from Schoenberg Music Building and/or via outside vendors to other venues in conjunction with involved departmental faculty, staff, and students.

• Submit all Events Online (EOL) forms to UCLA Happenings for department/program events.

25%

Event Logistics

• Prepare and process pre/post event logistics such as but not limited to travel expenses and booking, reception details, forms, purchase orders, invoices, clearing old encumbrances, doing required receiving, etc. Analyze, research and resolve purchasing and invoice discrepancies.

• Manage and supervise by-donation ticketing for select department/program events in conjunction with Department Manager and Development team. This may include working with the School's Operations Assistant to schedule student workers for events, managing cash box and check-in iPad handling, and other reservation system details.

• In select instances, work with faculty event sponsor and/or department manager to coordinate pre- and post-concert travel logistics, reception details, and other special event needs.

25%

Ethnomusicology Publications

 • Oversee the sales and services and any other publications related projects.

 • Manage the sales, inventory and shipping of Ethnomusicology publications and CD's through the online store along with in person events as needed.

 • In consultation with the Chair and faculty, publish Selected Reports (main Ethnomusicology journal), CDs, videotapes, and other publications.

 • Prepare departmental newsletter, CD covers, publications catalog, Spring Festival Program, and the Graduate Brochure.

 • Maintain all publications files and be responsible for maintaining updated copyright policies and procedures.

 • Develop and maintain publications business plan and budget in Ethnomusicology Publications.

10%

Administration

 • Work with department managers and other relevant events managers to revise and update events policies and deadlines for all regular Departmental programming. This includes student recital policies and procedures, calendaring deadlines, and other events-related policies.

 • Maintain archive of all department event programs.

 • Other duties as assigned.

5%

•

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

Master's Degree

or advanced degree.

Preferred

2+

Experience in professional event production including but not limited to concerts, workshops, masterclasses, conferences, recitals, etc.

Required

1+

Experience in professional proofreading manuscripts and galleys.

Required

Skill in working autonomously with minimal supervision.

Required

Knowledge of the production process, terms pertaining to event production and experience producing concerts, workshops, masterclasses, conferences, recitals, and other events.

Required

Skill in organizing, prioritizing, and coordinating a variety of tasks under conflicting demands, simultaneous deadlines, and potentially short deadlines.

Required

Demonstrated knowledge of English grammar, punctuation and skill in editing for content, consistency, and style and composing well-written original letters, e-mails, and short essays without assistance.

Required

Knowledge of printing, graphic design, and production process and terms, as well as designer and typesetter specifications.

Required

Knowledge of basic accounting skills.

Required

Ability to be highly responsible with careful attention to detail and ability to initiate changes and develop procedures for efficient operation of office.

Required

Excellent interpersonal skills to interact effectively and cooperatively with university faculty, staff, students, and people from many diverse cultures.

Required

Ability to work a flexible schedule, including occasional nights and weekends.

Required

Working knowledge of requisite software and online systems, including word processing, databases, spreadsheets, publishing, graphics, and maintaining and running an online store.

Required

Knowledge or interest in the field of ethnomusicology, global jazz or related field.

Preferred

Ability to lift approximately 50 pounds.

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.

CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Herb Alpert School of Music

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

X

Squatting/Kneeling

X

X

Climbing

X

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

X

Physical requirements other

X

X

Other Physical Requirements

If "Physical requirements other" was selected above, please explain (e.g., ability to differentiate color):

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

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

Other Mental Requirements

If "Mental demands other" was selected above, please explain:

X

Classification 2: Position in which required tasks normally do not involve exposure to blood, body fluids or tissues, but may require performing unplanned Classification 1 tasks. In these jobs the normal work performance involves no exposure to blood, body fluids, or tissues. However, exposure or potential exposure may be required as a condition of employment.