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On-Call Event Coordinator more...
Location:San Francisco, CA
Company:California Academy of Sciences
First posted:June 15, 2017

The On Call Event Coordinator (OEC) reports to the Event Services Supervisor, in the Facility Rentals Department. This department reports to the Associate Director of Facility Rentals, and is responsible for the promotion, sales and rental of Academy facilities for public and private events. This is an on-call as needed position that it is required to be available for at least 2 shifts per month. This position is not eligible for benefits.

The On Call Event Coordinator (OEC) acts as the official representative of the Academy during facility rentals including corporate and private events, and internal museum events.  The OEC manages the events, including the coordination and monitoring of caterers, vendors, decorations, entertainment, coat check, janitorial, security, and engineering needs.  It is the responsibility of the OEC to ensure the clients and vendors complete compliance with Academy guidelines and procedures with regard to the use of the facilities, and the protection and security of the exhibits and animals.  The OEC oversees the following: all event set-ups, the actual event, event cleanup immediately following, and briefing the Facility Rental Department in writing after the event.


  • Enforce all Academy event guidelines and procedures
  • Provide logistical support for rental and museum events:
    • Review work order for event specifics, logistics and details
    • Familiarize self with key players (i.e. client, caterer, vendors, internal Academy staff, GE, Operations, Facilities, Security, etc.)
    • Advise event planners and caterers on approved floor plans for food, bar set up, auxiliary lighting, entertainment, etc.
    • Oversee all set up and break down activities such as vendors, equipment set up, coat check, janitorial and security, caterers, docents, stores and entertainment
    • Assist Academy Facilities and Operations staff in moving Academy furniture or stanchions, as necessary to meet set up timeline. Moving furniture or rental equipment for caterers and other vendors is not required 
    • Monitor events throughout all aspects of the event: set up, during event, break down and clean up to ensure all procedures are correctly followed and all guidelines relating to the protection and security of the Academy are observed
    • Oversee safety of guests, vendors, and staff, including but not limited to checking power cords for proper taping, and exit accessibilities
    • Interact with clients, acting as Academy representative. Meet and greet the client, provide the highest level of customer service to ensure client satisfaction
  • Assist in mediation of conflicts among guests, clients, vendors, Academy staff and emergency personnel by providing clarification and reiteration of Academy policies and procedures. Perform final walkthrough with caterers and vendors to ensure Academy is returned to original condition
  • Remain on site until events are over, and break down and cleanup is complete
  • Brief Event Department in writing after each event
  • Have a good working knowledge of all public areas of the Academy
  • Follow all Academy safety regulations, and employee handbook
  • Other duties as assigned

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The ideal candidate will possess a combination of the following education and/or equivalent experience:

  • Bachelor's degree and/or related training
  • At least two (2) years of events related experience
  • Experience working in a museum setting is preferred
  • Experience with radio communication systems


  • Professional appearance and demeanor
  • Excellent organizational skills with great attention to detail
  • Ability to problem solve quickly, trouble-shoot, and work under pressure
  • Self-motivated and able to work without supervision
  • Able to relate to diverse groups of people
  • Able to do strenuous work for long periods of time
  • Able to work evenings, weekends and holidays
  • Proficiency in Google Suite

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups or individuals.

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the employee is frequently required to stand, sit, walk, and reach with hands and arms, and talk or hear.  Must be able to stand on hard floors for long periods of time.  Must be able to perform repetitive motions 60% of the time.  Must be able to lift 30 lbs.

Please submit your cover letter and resume online at (please use the apply button below). Note that the recruitment timeline for positions vary and depend on many factors, so it is impossible to accurately predict when a position will close. We appreciate your patience during this process. No phone calls please.

The California Academy of Sciences will consider for employment all qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance (SF Police Code, Article 49).

The California Academy of Sciences is an Equal Opportunity Employer and is committed to ensure that all employees and applicants receive equal consideration and treatment, regardless of race, color, creed, gender (including gender identity or gender expression), religion, marital or domestic partner status, age, national origin or ancestry, physical, mental or medical disability, sex, sexual orientation, citizenship, military service status, veteran status, or any other characteristic protected by state or federal law or local ordinance.

The California Academy of Sciences is a non-smoking facility. There is also no smoking in Golden Gate Park.

Reference # 20092

Posted: Jun 14, 2017

Closes: Jul 12, 2017

Work type(s) Hourly on-call

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