Production Coordinator

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.

About the Role

The Production Coordinator assists the 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. They will also create or coordinate program-related ephemera such as signage, programs, and tickets.

The role involves staying current on run-of-show details, arrival times, and program notes, and capturing detailed event reports on attendance, audience reaction, and logistics. Beyond production, the coordinator serves as a day-to-day point of contact for program logistics and administration, handling rentals, vendors, catering, AV staffing requests, and travel arrangements. Responsibilities include maintaining the public programs database and training its users, preparing and tracking hundreds of accurate contracts annually, ensuring timely presenter payments, processing expense reports, reconciling credit card transactions, and managing petty cash.

Additional duties include overseeing parking comps, supply ordering, and the organization and archiving of departmental files. The position supports departmental communications by maintaining calendars, to-do lists, and production schedules, reaching out to publishers, agents, and universities for promotional materials, preparing accurate correspondence and reports, and tracking and responding to program submissions and proposals.

Responsibilities

• Plan and execute public programs, including lectures, readings, symposia, film screenings, and musical performances.
• Support theater and materials prep, guest greeting, refreshments, and AV support.
• Create comprehensive event timelines and checklists.
• Coordinate program-related ephemera such as signage, programs, and tickets.
• Capture detailed event reports on attendance, audience reaction, and logistics.
• Serve as a point of contact for program logistics and administration, including rentals, vendors, catering, and AV staffing.
• Maintain the public programs database and train users.
• Prepare and track contracts, ensuring timely presenter payments and processing expense reports.
• Manage credit card reconciliation and petty cash.
• Oversee parking comps, supply ordering, and organization of departmental files.
• Maintain calendars, to-do lists, and production schedules.
• Reach out to publishers, agents, and universities for promotional materials.
• Prepare correspondence, reports, and other written materials.
• Track and respond to program submissions and proposals.

Requirements

• 3+ years of 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. (Preferred)
• Working knowledge of the technical aspects of event production, such as sound, lighting, recording, and projection. (Preferred)
• Proven skill in producing highly organized, efficient, and professional programs. (Required)
• Demonstrated ability to create effective relationships, influence, and collaborate internally and externally at all organizational levels. (Required)
• Ability to discreetly and tactfully 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 a willingness to work in a "hands-on" manner and as part of a team. (Required)
• Ability to prioritize and adjust a heavy workload, manage a variety of tasks, and meet deadlines with changing priorities and frequent interruptions. (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, and arriving jointly at decisions, conclusions, or solutions. Excellent interpersonal skills to interact diplomatically and establish cooperative working relationships. (Required)
• Excellent computer skills, particularly in Microsoft Word, Outlook, PowerPoint/Keynote, Excel, FileMaker Pro, and Adobe Creative Suite. (Required)
• Bachelor's Degree in a related area and/or equivalent combination of education and experience/training. (Required)
• Ability to regularly work evenings and weekends. (Required)

Schedule

9:30 AM - 6:30 PM, with evenings approximately twice a week and some weekends.

Pay

UCLA provides a full pay range. Actual salary offers consider factors including budget, prior experience, skills, knowledge, abilities, education, licensure, and certifications, among other business considerations. Salary offers at the top of the range are not common.

Benefits

• Benefits start on day one.
• Use the UC Total Compensation Estimator to calculate the total compensation value with benefits.