Job Description
Senior Coordinator of Public Programs, Music and Film (Regular, Full-Time)
Education & Public Programs
Reporting to the Assistant Vice President of Public Programs, Film, Music, and Gallery Learning, the Senior Coordinator provides administrative and logistical coordination of all LACMA Public Programs, Music, and Film programs. The Senior Coordinator also interfaces with the teams in each area to ensure that each program is produced in alignment with both internal and external deadlines. The position works closely with other departments within the institution and in some cases external co-presenters to support programs on and off site.
Responsibilities:
Event Coordination and Logistics
- Coordinates and implements all Public Programs, Music, and Film events for on- and off-campus audiences, serving as the primary contact for internal and external partners.
- Manages the internal program calendar, including identifying available dates, preparing event flows and floor plans, securing departmental approvals, and representing the team in weekly cross-department calendar meetings.
- Liaises with internal partners (AV, Facilities, Security, Visitor Services, etc.) and external co-presenters to communicate logistical needs and ensure timely execution of all event components.
- Troubleshoots scheduling or logistical issues, relay follow-up requirements to relevant teams, and resolve matters promptly to maintain workflow continuity.
- Maintains quarterly reporting for performance licenses.
Purchasing and Payment Processing
- Interfaces with vendors to retrieve necessary information to produce applicable contracts and process payments
- Prepares and facilitates approval of contracts, speaker agreements and professional service agreements and retrieves signatures from respective parties in applicable order
- Generates purchasing requisitions, supporting documents, and payments to speakers and vendors
- Maintains department checkbooks and tracks payments to ensure vendors are paid in a timely manner and payments are processed in the respective fiscal year
- Acts as intermediary with vendors whose payments have been stalled to troubleshoot the issues and ensure a prompt resolution.
Marketing and Communications
- Manages a comprehensive marketing calendar for all Public Programs, Music, and Film events
- Serves as primary liaison between Public Programs, Music, and Film teams and Marketing to ensure deadlines are met and information is accurate
- Ensures timely collection and submission of complete marketing information from program teams to Marketing department
- Collaborates with the Data Specialist, Communications, and other internal partners to ensure program information is accurate and up to date across institutional channels.
- Tracks attendance numbers, analyzes program data, supports surveys, provides impact documentation and other reporting needs
- Uploads programs to website and keeps relevant webpages updated
- Organizes and catalogs program documentation (e.g., attendance counts, testimonials, photos) and provides materials to Development for grant reporting.
- Submits and reviews copy for the museum's member calendars, monthly and weekly newsletters, and eblasts
- Develops flyer distribution lists custom to events and distributes printed materials wherever possible (Jazz, Latin Sounds, etc)
- Conducts research and develops custom contact databases to aid community outreach efforts
- Assists in local promotion of events and promotes positive community relations via outreach to community partners and organizations
Other
- Performs other duties or special projects as assigned.
- Maintains regular and reliable attendance
- Integrates ongoing office administration into a project-driven workload
- Handles last-minute changes and troubleshoots urgent situations in a timely manner
- Works flexible hours, including evenings, holidays and weekends
Benefits:
- The expected hourly rate for this Los Angeles, CA based position is $29.00, subject to change, and the position is eligible for LACMA's comprehensive benefits package, including pension plan.
- LACMA is committed to providing its employees with valuable and competitive benefits as a core part of a strong overall employee experience.
Qualifications:
- Bachelor's degree in Arts Administration, Event Management, Communications, Film, Music, or a related field; or equivalent combination of education and experience.
- A project management certification (e.g., CAPM, PMP, or similar) can be considered in lieu of a bachelor's degree.
- Minimum 3 years of experience coordinating the logistics of events and complex projects
- Demonstrated experience in similar role
- Proficient computer skills and demonstrated experience with office software, digital platforms, and email applications
- Experience with budget management and vendor relations
- Experience managing complex marketing calendars and coordinating across multiple stakeholders preferred
Job Tags
Hourly pay, Full time, Work at office, Local area, Flexible hours, Afternoon shift,