**Academic Program Event Coordinator**

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**Posting Details**

Job Title Academic Program Event Coordinator Job Description Job Summary:

The Academic Program Event Coordinator will coordinate, organize, and facilitate a diverse range of internal and external special event activities under the direction of or in collaboration with faculty, Chairs, and/or Directors, administrators, and external vendors and institutions. The position is responsible for managing the academic programs array of special event activities and reports to the Director of Academic Administration. Occasional weekends and/or evening hours may be required. Location Los Angeles, CA (Westchester) Essential Duties Summary Responsibilities:

Plans and coordinates departments planning and public relations functions as assigned, which may include special events, conferences, visiting artists/lectures, exhibitions, study abroad programs, etc. May develop and/or coordinate promotional materials. Assistance at events may be required.

Special events include Foundation Forward, semester group advising sessions, visiting artist lecture series on and off campus, etc.

Performs administrative duties associated with scheduling and coordinating meetings and planning special events. May negotiate and arrange with vendors and various suppliers for services, sites, facilities, catering, guest accommodations, travel arrangements, etc. Attends functions to ensure a satisfactory outcome.

Ensures confidentiality and controls access to sensitive departmental files and information.

Prepares, processes, and/or reviews paperwork and service requests (i.e., honoraria, track-its, department orders, check requests, etc.) May prepare and process travel advances and accommodations, and reimbursements for visiting artists, faculty and/or staff.

Composes and produces a variety of business and event-related correspondence, surveys and reports, documents and/or forms, and related materials.

Serves as primary internal resource and liaison with the Colleges Marketing and Communication, faculty, administrators, staff, and/or students. Researches and gathers data/information as requested from Chairs and/or Directors.

Maintains and modifies departmental websites and/or social media sites, including content, graphical and multimedia displays, and communications. Gathering of feedback for improvement and enhancement. Tests, maintains and ensures the functionality of links. Monitors website for consistency and compliance with College standards.

Develops and maintains collaborative relationships with counterpart institutions and administrators to optimize college standing.

May supervise student workers while providing guidance and direction. Schedules, assigns, and prioritizes workloads.

This position may require the need to work outside of normal business hours, including evenings and weekends.

Develops effective workflow processes.

Performs other related duties as assigned. Must be responsive to occasional work-related phone calls during non-business hours. Required Qualifications Qualifications:

Bachelors degree or equivalent combination of education/experience required.

Masters degree or equivalent education/experience preferred.

A minimum of 3 years of experience performing special event-related coordination and support.

Demonstrated experience in and a commitment to diversity; the ability to work collaboratively and effectively with various constituencies within Otiss diverse communities, internally and externally.

Position requires strong project coordination and organizational skills, research skills, attention to detail, and multi-task ability.

Superior oral and written communication skills, strong diplomatic and interpersonal skills.

Must be self-motivated and responsive.

Must be able to work efficiently, cooperatively, and collaboratively in a team environment.

Must have strong interpersonal and communication skills.

Flexible and willing to adapt to changes in the work environment.

Strong problem-solving skills.

Computer literacy and proficiency, including Microsoft Office suite, web and graphic design software, and Colleges content management system. Preferred Qualifications Physical Demands Special Conditions for Eligibility EEO Statement Otis College of Art and Design is an Equal Opportunity employer, and does not discriminate on the basis of race, color, national origin, ancestry, religion, gender, sexual orientation, age, physical disability, mental disability, marital status, veteran status, genetic information, or any other characteristic which may be specified by law or college policy. Compliance Applicants Have Rights Under Federal, State, and Local Employment Laws:

Posting Number AS472P Open Date Posting Close Date Open Until Filled Yes Special Instructions to Applicants **Supplemental Questions**

Required fields are indicated with an asterisk (*).

**Document(s) Needed To Apply**

**Required Documents**

- Resume

- Cover Letter

**Optional Documents**