Production Coordinator

Payroll Title: Blank Assistant 3

Job Code: 004722

Job Open Date: 01/24/2024

Application Review Begins:  02/08/2024; open until filled

Department Code (Name): ALEC (Arts and Lectures Office)

Percentage of Time:  100%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type):  Staff (Career)

FLSA Status:  Non

• Exempt

Classified Indicator Description (Personnel Program):  PSS

Salary Grade:  STEPS

Hiring/Budgeted Hourly Range: $27.29/hr.

Full Salary Range: Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full hourly range for this position is $27.29 to $39.12/hr.The budgeted hourly target that the University reasonably expects to pay for this position is $27.29/hr.

Work Location:  110 Castilian Drive, Bldg. 402

Working Days and Hours: M-F; 8:00am

• 5:00pm, with occasional nights and weekends

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement if applicable: Not Eligible

Special Instructions

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement

Arts and Lectures (A&L) is a large, robust, complex, primarily self-supporting, non-academic unit that supports the academic mission of the university. A&L is the largest presenting organization between Los Angeles and San Francisco, and is one of the most visible, public-facing departments at UCSB. Through more than 150 events annually, A&L partners with faculty and academic departments, community organizations and leaders, university administrators, philanthropists and funders to create opportunities that integrate with and complement university curricula and create community connections.

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work.

Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties

Under general supervision from the Production Manager, the Production Coordinator works independently to coordinate, plan, procure, and oversee all necessary backstage goods and services, onstage properties, and provide basic support for all Arts & Lectures public performances, lectures, and special events, at both on and off campus venues. Coordinates Artist residency logistics, including hotel accommodations, hospitality/catering services, and transportation.

Responsible for procuring, contracting and managing hospitality sponsorships. Compiles data and maintains event-related departmental databases for analysis and planning. Recruits, trains, and supervises Arts & Lectures event related student employees.

Provides administrative support for special projects as requested by Arts & Lectures senior management. Hours are variable and include evenings/nights and occasional weekends.

CT Job Function Summary: Performs and / or supervises one or more general and specialized clerical and administrative services essential to the operation of all University departments; and perform other related duties as required.

CT Generic Scope Description: Regularly works on tasks that are varied and complex. Applies full range of specialized skills and job knowledge; frequently adapts procedures, techniques, tools, materials, and / or equipment to meet specialized needs; may serve as lead; performs broad and / or focused assignments under general supervision; originality and ingenuity are often required to help establish procedures in functional area; relies on experience and judgment to plan and accomplish assigned tasks.

CT Custom Scope Description: Covered under University series concept / job specification for classification 4722.

Under general direction works on operational and/or procedural assignments that require the exercise of considerable discretion and independent judgment. Understands implications of work and makes recommendations for solutions. Determines methods and procedures on new assignments.

Required Qualifications

• High School Diploma or GED.

• Ability to always represent the University professionally and positively in the community, often under significant pressure.

• Ability to interact professionally with various levels of talent.

• Ability to creatively supervise and motivate numerous (~15) student employees.

• Demonstrated experience in event planning and organization, or transferable skills and ability.

• Ability to successfully provide support in the coordination of a high volume or catering, hospitality, and travel/logistics.

• Knowledge of or experience in some area of performing arts, such as familiarity with theater backstage protocols, performing arts language, technical terminology.

• Excellent speaking, writing and research skills.

• Capable of accepting responsibility for actions and outcomes.

• Intellectual curiosity, flexibility, and problem-solving approach.

Preferred Qualifications

• Bachelor's degree in related area and/or equivalent experience and training.

• 1 to 3 years' experience working in an operation, administrative, or similar role.

• Experience working in public education environment at any level.

• Experience working in an academic environment.

• Experience with creatively supervising and motivating numerous student employees.

Special Conditions of Employment

• Satisfactory completion of a conviction history background check.

• CANRA (U13): Mandated reporting requirements of Child Abuse.

• Driver's License (U08): Must maintain valid CA Driver's License, a clean DMV record and enrollment in DMV Pull-Notice program.

• UCSB is a Tobacco-Free environment.

• Occasional evenings/nights. and weekends at programmatic and special events required. Overtime may be required (subject to overtime pay in accordance with University/CBU agreement).

• Ability to lift/move up to 50 lbs.

Job Functions/Percentage of Time/Duties

Public Events Coordination- 60% - In accordance with with University contractual terms, policies, venue limitations, and customary practices and obligations, the Production Coordinator coordinates, plans, procures, and oversees all necessary backstage goods and services, onstage properties, and provides basic support for all Arts & Lectures public performances, lectures, and special events, at both on and off-campus venues. Follows detailed technical specifications for each event, and ensures that backstage hospitality, catering, wardrobe, onstage properties, and gifts are managed accordingly.

Responsible for processing, reconciling, tracking and reporting on income and expenses for Performing Arts events and program, and managing equipment inventory. Ensures compliance with UC and A&L policies and procedures, checks for accuracy, receives items, and submits invoices with appropriate documentation to A&L Finance for processing. Maintains files and tracking system, and reconciles income and expenses to financial reports no less than quarterly.

Oversees event concessions; places orders with approved vendors to sell in accordance with University and A&L policies and procedures; purchases and arranges for the delivery of related equipment and supplies. Supports concessions closeout at each event and provides accurate paperwork to A&L Finance. In accordance with Artist contract requirements and UC/A&L policy and procedure, manages Artist merchandise sales at specified events.

 Orders and receives merchandise and related supplies. Provides accurate and timely Merchandise settlements to Finance; reviews and forwards invoices for processing, and tracks Merchandise income and expenses in detail. Under the mentorship of the Production Manager, manages select performing arts events.

Acts as the primary contact with Artists' managers, venue personnel, vendors, house management staff, and others. for processing, reconciling, tracking and reporting on income and expenses for Performing Arts events and program, and managing equipment inventory. Ensures compliance with UC and A&L policies and procedures, checks for accuracy, receives items, and submits invoices with appropriate documentation to A&L Finance for processing. Maintains files and tracking system, and reconciles income and expenses to financial reports no less than quarterly.

Oversees event concessions; places orders with approved vendors to sell in accordance with University and A&L policies and procedures; purchases and arranges for the delivery of related equipment and supplies. Supports concessions closeout at each event and provides accurate paperwork to A&L Finance. In accordance with Artist contract requirements and UC/A&L policy and procedure, manages Artist merchandise sales at specified events.

 Orders and receives merchandise and related supplies. Provides accurate and timely Merchandise settlements to Finance; reviews and forwards invoices for processing, and tracks Merchandise income and expenses in detail. Under the mentorship of the Production Manager, manages select performing arts events.

Acts as the primary contact with Artists' managers, venue personnel, vendors, house management staff, and others.

Artist Engagement & Logistics

• 20% - Solicits in-kind hotel sponsorships valued at over $100,000 annually; creates new relationships and maintains and renews ongoing relationships with hotel sponsors. Coordinates lodging for A&L Artists, Speakers, and other guests in accordance with sponsorship agreements and University contractual terms.
  
  Ensures compliance with relevant policies and procedures. Coordinates reservations, check-in/out parameters, requests folios/invoices as needed, reconciles accounts, provides accurate and timely supporting documentation for Finance processing, and tracks related expenses. Researches, updates and communicates local information for Artists' managers and agents to use in planning their Santa Barbara engagements.
  
  Plans and provides Artists' welcome packets including schedules, relevant local information, gifts, etc. Coordinates Artists' transportation as contractually obligated, including reserving vehicles and drivers, monitoring costs, and tracking and processing expenses.

Student Supervision

• 10% - Recruits, trains, on-boards, and directly supervises a crew of approximately 15 student employees. Oversees the Student Hospitality Managers, Student Ushers, and Student House Managers both in the office and onsite at events.
  
  Ensures efficient, effective, consistent, and professional behavior and work products of students. Creates student work schedules, leads event briefings at the beginning of shifts, and fields questions and concerns as they arise. Ensures the closeout of settlements, cash boxes, merchandise and concessions reports are completed accurately and on time. Uses discretion to escalate issues for resolution to the Production Manager or higher as needed.

Administrative Support & Reporting- 10% - Prepares data and narrative segments for reports to granting agencies and local foundations as requested. Provides basic graphics support for reports and materials.

Maintains and updates the Arts & Lectures historical events database for departmental analysis, reporting and planning. Maintains Arts & Lectures Annual Report attendance records. Maintains event-related administrative files and records. Occasionally provides administrative and event support for other A&L projects and special events as directed by Senior Management.

UC Vaccination Programs Policy

• With Interim Revisions

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs

• With Interim Revisions.*

As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit:

UC Santa Barbara COVID-19 Information https://www.ucsb.edu/COVID-19-information

University of California Policy on Vaccinations

• With Interim Amendments https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

• Note: The Policy on Vaccination Programs

• With Interim Revisions was updated effective August 16, 2023. A systemwide review of this policy will take place in Fall 2023 with an expected issuance/effective date in early 2024.

Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Opportunity/Affirmative Action Statement

UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity,

national origin, disability status, protected veteran status, or any other characteristic protected by law.

Reasonable Accommodations

The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

Privacy Notification Statement and Notice of Availability of the UCSB Annual Security Report Disclosures

Application Status

If you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'.