Events Program Coordinator for Office of Marketing & Communication

Job Posting Title

Events Program Coordinator for Office of Marketing & Communication ----

Hiring Department

Education - Office of the Dean ----

Position Open To

All Applicants ----

Weekly Scheduled Hours

40 ----

FLSA Status

Exempt from FLSA ----

Earliest Start Date

Immediately ----

Position Duration

Expected to Continue ----

Location

UT MAIN CAMPUS ----

Job Details

General Information

The university provides employees a competitive benefits package that includes health insurance (premiums covered 100% for full-time benefits-eligible employees), retirement plans, and paid leave, in addition to other programs and services. We offer robust free training access through LinkedIn Learning, professional conference opportunities, an expansive employee discount program, including athletic tickets. Free access to UT Austin's libraries and museums with a staff ID card. Free rides on all UT Shuttle and Austin CapMetro buses with a staff ID card. For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards

Purpose

The Events Coordinator supports the Senior Events Manager in planning and executing college-wide events for the College of Education. This position assist with logistics, stakeholder communication, vendor coordination, event materials, administrative documentation and day-of-event operations. This position requires strong organizational skills, attention to detail, flexibility and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities

Event Planning and Coordination

• Assist with planning and coordinating internal and external events for faculty, staff, students, alumni, donors and community audiences.
• Support the full lifecycle of events from inquiry and planning through execution and wrap-up.
• Help coordinate event logistics including venue reservations, parking, catering rentals, audiovisual needs, décor, setup, breakdown and guest experience elements.
• Assist with client/stakeholder communications, planning meetings, event timelines, walkthroughs and site visits.
• Help organize administrative event documentation, internal forms, contracts, approvals and other university-required paperwork

Event Operations and Day-of Support

• Provide on-site event support and assist in overseeing day-of logistics.
• Support event setup, rehearsals, load-in/load-out, coordination and event flow.
• Assist in determining staffing needs and communicating schedules, assignments and expectations to support teams and vendors.
• Help troubleshoot event issues and real time and contribute to smooth event execution.

Communications and Event Materials

• Assist with event communications and promotional coordination in partnership with the Marketing and Communications team.
• Help prepare and organize event collateral and materials, including invitations, registration pages, signage, programs, nametags, email communications and run-of-show documents.
• Ensure event details, messaging and service needs are organized and communicated clearly to relevant stakeholders.

Budget Tracking and Administrative Support

• Assist with tracking event expenses, gathering quotes, organizing purchase documentation and monitoring budgets.
• Maintain client and event records and support post-event reporting and documentation.
• -Help identify improvements for future events based on event outcomes and feedback.

Required Qualifications

• Bachelor’s degree and at least one year of experience supporting large and multifaceted events in a fast-paced environment
• Deadline-driven and detail oriented.
• Strong communication and customer service skills.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Experience coordinating social, corporate, academic or special events.
• Experience with budget tracking, communications coordination or higher education events preferred.
• Ability to prioritize time sensitive tasks.
• Can-do attitude and high energy.

Salary

$55,000.00

Working Conditions

• Typical office environment, Repetitive use of a keyboard at a workstation
• Pushing, pulling and moving up to 50 pounds
• Use of manual dexterity

Work Shift

• Standard 8am - 5pm
• Work outside of normal business hours to include evenings and weekends is required on a periodic basis for University and college-wide events.
• This job is on campus with some flexible work opportunity available

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

----

Employment Eligibility

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval. ----

Retirement Plan Eligibility

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length. ----

Background Checks

• A criminal history background check will be required for finalist(s) under consideration for this position.
• ----

Equal Opportunity Employer

The University of Texas at Austin, as an equal opportunity/affirmative action employer , complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

----

Pay Transparency

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

----

Employment Eligibility Verification

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

----

E-Verify

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

----

Compliance

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031 .

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.