Arts & Entertainment Films Coordinator

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TITLE: Arts and Entertainment Films Coordinator


TERM: 36 weeks

HOURS: 20 Hours/Week

[ASUW Arts & Entertainment Films Coordinator ASUW JOB DESCRIPTIONS]


The A&E Films coordinator is responsible for researching and creating programs of interest to UW students and implementation of those programs under the guidelines of the ASUW Arts & Entertainment Mandate, including contract negotiations, promotion, ticketing, facility arrangements, and all other production details. Works as a team with the entire A&E staff..


1. Develop program proposals, with an event budget and revenue estimate for each proposal, for ASUW Arts and Entertainment Staff and Steering Committee.

2. Become knowledgeable about campus and national entertainment trends. Utilize all available information in program development, including surveys, student input, other campus event schedules.

3. Coordinate a quarterly ASUW Film Series, shown in the HUB Auditorium.

4. Coordinate movie sneak previews that come to the University of Washington.

5. Implement those programs approved by the ASUW Arts and Entertainment Staff , including:

a. Contract negotiation for artists, lectures, etc. (subject to final approval of Student Activities Advisor and SAUF Director).

b. Promotions: Paid Advertising as well as free publicity for use of press releases; PSA’s personal contracts; radio co-sponsorships; feature article; interviews, students and gimmicks, etc.

c. Ticketing: following proper procedures and ASUW SAO rules and regulations.

d. Facility arrangements, including conforming or releasing tentative reservations.

e. All other production arrangements (sound and lights instrumental rentals, airport pick-ups, catering, etc.).

f. Assign volunteers to specific event duties or planning projects.

g. On-site event management for smooth operation and compliance with regulations.

6. See that all the paperwork necessary for event implementation is prepared and submitted on time and according to established procedures.

7. Attend and contribute to weekly staff meetings (including Steering Committee Members).

8. Manage assigned events in accordance with the budget.

9. Assist Director in hiring Assistant Program Managers and Office Manager (works study employees), if applicable. Supervise assigned Assistant Program Manager and delegate appropriate duties.

10. Assist Director in other duties as assigned.

11. Maintain and inform ASUW Personnel Director and Student Activities Office (SAO) of all office hours.

12. Meet with SAO Advisor upon request.

13. Participate in quarterly evaluation with SAO Advisor.

14. Attend mandatory ASUW training sessions including but not limited to ASUW Fall Orientations.

15. Responsible for initiating timely transition meeting with the new Program Managers before finals week of Spring Quarter to ensure continuity.

16. Adhere to procedures for ticketing, bidding, sole source justification in all areas related to state funds.

17. Complete all paperwork necessary for functioning of office and implementation of programs according to established procedures and timelines.

18. Sit in on interviews set by ASUW Personnel Committee for hiring of new Director and/or Program Managers (if not reapplying or applying) to assure continuity.

19. Follow ASUW, SAO, and State of Washington Laws and Procedures.


A. Interest in and knowledge of current affairs, cultural trends, popular music, film, event production, and/or event promotion.

B. Experience with film, lecture, concert, and/or special event production, and/or experience with event promotion using a variety of media.

C. Experience within ASUW Arts & Entertainment preferred.

D. Ability to develop and adhere to a budget and to realistically estimate event revenue.

E. Awareness of campus and off-campus resources.

F. Ability to work under pressure. Ability to develop and adhere to deadlines, including a quarterly planning schedule.

G. Ability and willingness to learn, understand, and follow procedures (e.g., as related to ticket procedures, bidding procedures, sole source justification, etc).

H. Demonstrated integrity and honesty (as related to ticket procedures, bidding procedures, and sole source justifications, etc).

I. Creativity and ideas.

J. Ability to communicate effectively.

K. Willingness to take advantage of training opportunities.

L. Strong organizational skills.

M. Must be a UW student enrolled in at least 6 credits for undergraduates, 4 for graduates, or on leave as defined by Executive Order 50.

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