Concert and Events Specialist

Cal Poly Pomona•Pomona, CA

4d•$4,617 - $4,998

About The Position

The Concert and Events Specialist serves as the event producer for Music Department-sponsored events and coordinates event planning, venue operations, ticketing, staffing, finances, marketing, communications, and department archives. The role schedules concerts, rehearsals, master classes, and other events; coordinates use of performance spaces; prepares facility-use agreements; and oversees patron services and event safety. It also coordinates student assistant recruitment, hiring, training, scheduling, and work direction, as well as staffing and evaluation for event roles. The Specialist manages ticketing services and online ticketing and point-of-sale systems, coordinates event-related financial activity, tracks expenses and income, prepares projections and reconciliations, and processes deposits. The position develops and produces department communications and publicity across print, web, social media, campus displays, and other channels; maintains the music website and supports accessibility compliance. It also coordinates performance requests, licensing and releases, alumni events, recruitment and fundraising publicity, student support, and documentation and archival records. This is a full-time, probationary appointment. The regular work schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m., though it may vary with operational needs and includes occasional evenings and weekends for concerts and events. The anticipated hiring range is $4,617–$4,998 per month.

Requirements

Bachelor’s degree in public relations, journalism, marketing, or a related field, with demonstrated experience in storytelling and editing, especially on digital platforms.
Up to two years of related professional or technical experience.
Comprehensive, in-depth knowledge of communications, strategic communications, media, and/or marketing theories and concepts to develop and execute communications strategies and plans that promote and position the university.
Expert knowledge of university communication objectives and ability to translate them into effective communication and media campaigns.
Ability to understand issues from a broad, strategic perspective.
Ability to manage media relations effectively and apply effective media strategies and techniques.

Nice To Haves

Experience coordinating or producing concerts, performances, conferences, or similar events.
Experience with ticketing and box office operations, including point-of-sale systems.
Experience tracking event revenues, expenditures, deposits, and related financial activity.
Experience developing event publicity, promotional materials, web content, and social media communications.
Experience providing day-to-day work direction, training, and scheduling for student or temporary event staff.
Experience working collaboratively with performers, faculty, staff, students, vendors, and community partners.

Responsibilities

Produce Music Department-sponsored events and ensure timely delivery.
Maintain department events, operations, leasing, and production calendars.
Schedule concerts, rehearsals, master classes, and events with faculty, staff, students, and guest artists.
Coordinate use of department performance spaces with performers and outside groups, in consultation with the Department Chair.
Prepare standard facility-use agreements for the Chair’s review and signature.
Schedule venues and oversee event details, patron services, and venue policies and procedures.
Invite VIPs, arrange receptions, address event concerns, assist disabled attendees with seating, and help ensure patron and staff safety.
Coordinate recruitment and hiring of student assistants with the appropriate manager and Human Resources.
Schedule, train, direct, review, and provide performance input for student assistants supporting event operations.
Review and process student payroll hours according to procedures and deadlines.
Determine event staffing needs and schedule, lead, and evaluate student assistants and event personnel, including stage managers, ushers, audio engineers, box office attendants, publicity staff, graphic designers, photographers, and lighting engineers.
Manage ticketing services for Music Department events, including online ticketing and point-of-sale systems, PCI policy compliance, physical ticket design and production, and training and evaluation of lead box office attendants.
Coordinate event-related financial activity, including proceeds, merchandise sales, special projects, and tour fees; track expenses and income; prepare projections; reconcile monthly results; and process deposits and account allocations.
Coordinate requests for non-academic performances by department ensembles and student musicians, process required documentation, and invoice clients for approved performances.
Direct the content, design, and production of department communications, including posters, programs, brochures, advertisements, articles, and announcements.
Design and implement visual displays in the music building, on campus marquees, and at portable off-campus locations.
Manage and update the music department website, ensure compliance with university accessibility policies, and coordinate content with faculty.
Develop and moderate department social media content and strategies to grow the community and extend the reach of department messaging.
Develop, execute, and assess publicity and marketing strategies; oversee the publicity budget and independently determine spending to support department needs.
Research and write procedural policies and oversee performer and composer releases and licensing-fee negotiations for protected material.
Coordinate promotion with college and university communications teams and campus partners through social media, campus communications, and local and regional media.
Develop promotional content about faculty, staff, and student achievements, and support fundraising and recruitment publicity.
Independently develop and oversee department-wide alumni events.
Serve as a department resource, answer questions, refer students, provide tours to prospective students and parents, and interview with campus newspaper student writers.
Advise students preparing senior projects, recitals, and project events; assist with recital programs and flyers; and mentor interns.
Document department activities for archival and accreditation purposes and maintain digital and physical archive files.