Events Coordinator

Role Overview

The Events Coordinator supports the Department of Ethnomusicology and Global Jazz Studies at UCLA by managing event logistics, publications coordination, and related sales and distribution work. The role reports to the Department Chairs and Department Manager and covers planning support from the earliest stage of an event through budget approval and final execution.

Department Context

The Department of Ethnomusicology is recognized as the first and largest program of its kind at a U.S. university. Its academic focus spans music traditions from around the world, including many ethnic communities in the United States, along with popular music, film music, philosophy, aesthetics, performance ensembles, and the cultural, political, social, and economic dimensions of music. The broader program also emphasizes jazz as a global, evolving art form with roots across Africa, the Americas, Europe, and Asia, while promoting interdisciplinary collaboration and broad preparation for music-related careers.

Event Coordination Duties

This position handles pre-production planning for department and program events, working with theater staff, faculty, and students to develop production estimates and logistics. It also supports the budget approval workflow, collects finalized event details for calendar listings and selected concert programs, sets up ticketing processes for certain events, coordinates receptions, manages guest artist communication, and helps arrange travel and lodging. In addition, the role oversees the printing and production of concert programs.

Publication and Store Operations

The coordinator also serves as the publication coordinator for the Department of Ethnomusicology. Responsibilities include guiding publications from content development through final production, ensuring work meets departmental standards and deadlines, and maintaining publication files, copyright procedures, and the publications business plan and budget. The role also manages sales, inventory, and shipping for ethnomusicology publications and audio/visual products through the online store and at in-person events as needed.

Application Instructions

Applicants must submit both a resume and a cover letter with the application. All supporting documents should be ready before applying.

Schedule and Working Conditions

The standard work schedule is 8:00 a.m. to 5:00 p.m., with additional hours required as needed to support events. The position may require occasional nights and weekends, and the incumbent must be able to lift about 50 pounds.

Employment Conditions

Continued employment depends on passing a satisfactory background investigation. A Live Scan background check is required before the start date. Candidates must be at least 18 years old. This role is designated as a mandatory reporter under CANRA, and the employee must sign the required child abuse reporting acknowledgement.

Compensation Note

The employer states that it provides a full pay range, and that the actual offer depends on budget, prior experience, skills, knowledge, abilities, education, licensure, certifications, and other business factors. Offers at the top of the range are uncommon. Benefits are available from day one, but no specific salary amount was listed.

Policy Coverage

This role is covered under policy 99.