The Production Coordinator arranges the complex production of the Hammer’s 200+ public programs each year; they include lectures, readings, symposia, film screenings, musical performances, and other events. Public programs are a signature feature of the Museum and provide a powerful platform for leveraging the power of art and ideas.
Type of Supervision Received/Exercised
Reports to Manager, Public Programs and works closely with the Hammer’s curatorial affairs, legal, finance and administration teams. Supervises student employees; provides direction to key production partners such as talent, vendors, producing partners, and internal operations teams (visitor experience, technology, custodial, security, facilities).
Core Functions & Duties
Public Program Production
- Attend all programs as required (approximately 3-4 nights per week).
- 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.
- 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 Director, Public Programs, Visitor Experience staff, and other appropriate staff to address problems and customer service issues that arise.
- 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.
- Oversee and prepare for selected programs. This includes but is not limited to preparing the theater and all related materials, greeting guests as they arrive, discussing upcoming programs and exhibits with guests, collecting visitor data, and introducing programs.
- In partnership with the public programs team and other key stakeholders, conceive of the all of the production details for each public program and utilize the events database and timelines to communicate and coordinate internally.
- Create ephemera relating to public programs, including but not limited to signage and way-finding, programs, raffle tickets, and suggestion slips for programming ideas.
- Coordinate and assist with AV needs for programs (e.g., Zoom, LiveStream, PowerPoint and keynote presentations) as needed.
- Coordinate with Manager, Public Programs and Hammer Communications staff to ensure accuracy of public programs represented on Hammer website, Hammer Channel, and all outreach materials (Eg. Eventbrite, LiveStream, Zoom, media listings, listings on partner organization websites, etc).
- Coordinates with Manager, Public Programs and Hammer Communications staff to create and distribute social media toolkits and other outreach materials.
- Performs all other public program production duties as assigned.
Contract, Budget, and Logistics Management
- Serve as the day to day point of contact for all public program related logistics and administration.
- Plans and implements all logistical aspects of public programs, including AV, rentals, vendors, catering, travel arrangements, payment information.
- Actively manages public programs database which serves to coordinate all logistical activity as well as archive of public program activities. Trains new users, works to improve functionality over time, and ensures quality control of all data entered by others for public programs.
- Develops, seeks appropriate approvals, and oversees the routing and return of approximately 400 presenter and 50 vendor contracts annually.
- 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.
- Supports the creation of and provides day to day management of the public programs budget to ensure that expenses do not exceed budget.
- Work with finance 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.
- In collaboration with Director, Public Programs, provide periodic financial summaries to Curatorial Affairs, quarterly and as requested.
- Coordinate and manage public programs parking comps; submit logs as requested and ensure appropriate use of public programs hosted parking stamp.
- Ensures that each public program is produced in accordance with Museum policy and procedures.
- Prepare contracts, budgets, correspondence, memoranda, reports, tables, forms, schedules, and other information; checking facts, spelling, punctuation, and grammar with a high degree of accuracy.
- 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).
- Proactively manage, organize, and archive Public Programs files in electronic and hard copy.
Researches, masters, and implements technologies and software as assigned
- All other contract, budget, and logistics management duties as assigned.
- Creates and maintain 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.
- Contacts publishers, agents, and universities for promotional materials to be included in the Museum’s seasonal calendars and website event pages.
- Facilitates response to the large volume of submissions and proposals received by the Public Programs Department.
- All other communications duties as assigned.
Experience in program, event, or production management. May include experience with lectures, readings, symposia, film screenings, musical performances, and other events.
How to apply
Application: To view a full job description and apply, visit UCLA Career Opportunities and search the campus job openings for Requisition #35084. Please submit an online application, including a portfolio, as instructed. Due to the volume of resumes that we receive, we are regretfully unable to respond to phone calls and emails regarding the status of applications and the recruiting process.