Concert and Events Specialist

**Type of Appointment:** Full Time, Probationary

**Job Classification:** Events Conference Planner II

**Anticipated Hiring Range:** $4,617-$4,998 per month

**Work Schedule:** Monday–Friday, 8:00 a.m.–5:00 p.m.; schedule may vary based on operational needs and includes occasional evenings and weekends for concerts and events.


**THE DEPARTMENT:**

The mission of the Music Department is to encourage all students to realize their highest musical, academic, and professional potential. The department prepares individuals for a variety of careers in music, including teaching, business, and performance, and provides General Education courses for the general student population and in support of teacher education. The faculty of the Music department believes that the presence of music in a person's life is rewarding, fulfilling, and necessary for a balanced life, and that they have a responsibility to fairly present and represent the complex tapestry of contemporary American musical life. The department aims to present a balanced view of the musical contributions of both genders and the various nationalities and ethnicities of the state's population.

**DUTIES AND RESPONSIBILITIES:**

* Functions as event producer for all Music Department-sponsored events annually, ensuring successful on-time delivery.
* Maintains events, operations, leasing, and production calendars for the music department.
* Schedules concerts, rehearsals, master classes and events with faculty, staff, students and guest artists.
* In consultation with the Department Chair, coordinates use of department performance spaces with performers and outside groups.
* Prepares standard facility use agreements for the Chair's review and signature.
* Schedules venues and oversees event details.
* Coordinates patron services for events and establishes venue policies and procedures.
* Extends invitations to VIPs, arranges receptions, solves problems or concerns that arise.
* Assists disabled individuals with seating; ensures the safety of patrons and staff throughout the event.
* Coordinates recruitment and hiring activities for student assistants in collaboration with the appropriate manager and Human Resources.
* Schedules, trains, and provides day-to-day work direction to student assistants supporting event operations.
* Reviews work for completeness and quality and provides performance input to the appropriate manager.
* Reviews and processes student payroll hours within established procedures and deadlines.
* Determines what staff are needed for each event and schedules, leads, and evaluates the performance of student assistants, stage managers, stage assistants, ushers, audio engineers, box office attendants, publicity staff, graphic designers, photographers, and lighting engineers.
* Responsible for ticketing services for all music events.
* Recommends and oversees activation of online ticketing services and POS system ensuring compliance with PCI security policies.
* Designs and produces physical tickets.
* Oversees, trains and evaluates the performance of student assistants hired as lead box office attendants.
* Coordinates event-related financial activities for event proceeds, merchandise sales, special projects, and tour fees.
* Tracks all event expenses and income; creates detailed pre-event projections; reconciles actual expenses and event income on a monthly basis.
* Prepares and processes deposits and ensures monies are allocated to the proper accounts to eliminate excess bank fees for proceeds of approximately $50,000 annually.
* Coordinates requests for non-academic performances by Music Department ensembles and student musicians.
* Processes required documentation and invoices clients for approved performances.
* Directs the content, design and production of all music department communications: posters, programs, brochures, ads.
* Authors articles and announcements of activities and accomplishments.
* Designs and implements visual displays for the music building and other campus marquees, as well as any portable, oft-campus displays.
* Independently oversees, determines and executes the content and design of the music website ensuring the site is updated and kept current.
* Ensures ATI compliance of web pages per established university policy.
* Coordinates with music faculty on content development and updates.
* Develops content for and moderates the department social networking feeds - Facebook, Twitter, lnstagram, YouTube - that reach an extensive base of alumni, students, faculty, potential students, and the general community with important department messaging.
* Establishes strategies to grow the community and extend the reach of department messaging.
* Develops and executes publicity/marketing objectives and strategies to meet department goals.
* Evaluates the success of established strategies in meeting the defined objective.
* Oversees publicity budget, responsible for tracking expenses and reconciling account on a monthly basis.
* Independently determines how funding will be spent to support department needs.
* Researches and writes procedural policies.
* Oversees compliance of legal issues to ensure that performer and composer releases are received and negotiation of licensing fees for protected material continues.
* Coordinates with the College Communications Team, Strategic Communications, and other campus partners to promote department activities and events through social media, campus communications, and local and regional media outlets.
* Develops articles, announcements, and other promotional content highlighting newsworthy activities and achievements of department faculty, staff, and students.
* Develops publicity associated with fundraising and recruitment efforts with appropriate department, college, or university officials.
* Designs and executes materials for approved department efforts.
* Independently develops and oversees department-wide alumni events.
* Serves as a resource for the music department in various circumstances.
* Answers questions and refers students as needed.
* Provides tours to prospective students and parents.
* Provides interviews to student writers working for the campus newspaper.
* Advises students preparing for senior projects, recitals, and project events.
* Assists with production of recital programs and flyers that promote their events.
* Mentors interns in tasks that support established objectives.
* Documents all department activities for archival and accreditation purposes.
* Maintains digital and physical archive files.

**QUALIFICATIONS:**

* Bachelor's Degree - In public relations, journalism, marketing or a related field with demonstrated experience in storytelling, editing especially on digital platforms.
* Up to two years or related professional or technical experience.
* Comprehensive, in-depth knowledge of communications, strategic communications, media, and/or marketing theories and concepts in order to develop and execute communications strategies and plans to 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 abroad, strategic perspective.
* Ability to effectively manage media relations and apply effective media strategies and techniques.

**PREFERRED QUALIFICATIONS:**

* 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.

**Out of State Work**

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the [California State University Out-of-State Employment Policy](https://calstate.policystat.com/policy/10899725/latest/).

**Background Check**

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the [California State University Background Check Policy](https://calstate.policystat.com/policy/13813878/latest/).

**Education Code 89521 Requirements**

Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a de