Student Large-Scale Event Associate

Student Large-Scale Event Associate

Hiring Department: University Housing and Dining

Position Open To: All Applicants

Weekly Scheduled Hours: 20

FLSA Status: To Be Determined at Offer

Earliest Start Date: Ongoing

Position Duration: Expected to Continue

Location: UT MAIN CAMPUS

Job Details:

Purpose: The Student Large-Scale Event Associate supports the planning, coordination, and execution of major campus events. This role would be ideal for students interested in event management, logistics, and creative planning. You'll work closely with staff, vendors, and student performers to bring events to life across campus.

Responsibilities

Event Development

• Attend and contribute to event development meetings. Record and share notes with all participants.
• Direct emails to staff, vendors, and event contacts. Respond to emails within 48 hours.
• Research and purchase event supplies (locate décor, lights, and other equipment) for events. Maintain spreadsheets recording purchases and budget.
• Assist in development of site diagrams.
• Assist in securing site permits and utility needs with UT Facilities Services.

Event Support

• Provide day-of-event support at locations across campus. Offer real-time solutions to issues that may arise before, during, and after events.
• Coordinate volunteers and temp service staff at events. Involves communication and direction of tasks before, during, and after events.
• Support the Signature Events and Large-Scale Programs Manager with execution of all areas of events.
• Pull inventory for event-specific setups. Maintain inventory lists. Document damaged or missing items.
• Maintain the UT Box folder for the Signature Events and Large-Scale Programs area.
• Assist in creating event reports to be shared with all UHD staff.
• Identify local artists to perform at events – emphasis on locating UT student musicians, painters, designers, and performers.

Required Qualifications

• Basic computer skills: Proficient in Microsoft Office Suite (Word, Excel, Outlook) to manage spreadsheets, create documents, and send emails.
• Communication skills: Ability to interact effectively with clients, staff, and vendors both verbally and in writing.
• Organizational skills: Capability to manage multiple tasks simultaneously and prioritize deadlines effectively.
• Attention to detail: Ability to maintain accurate records and ensure all event details are properly executed.
• Customer service skills: Willingness to provide excellent customer service to event contacts and vendors and address inquiries promptly.

Compensation: $13.00 per hour

WORKING CONDITIONS: Typical office environment with some outdoor work depending upon location of events.

WORK SHIFT: This position typically works standard weekday hours. Flexibility is required, as occasional evening and weekend shifts may be scheduled to support large-scale events or special projects.

STANDARD UNIFORM: UHD polos to be worn at events. Button up or zip up sweaters may be worn as long the UHD polo is visible. Long sleeve shirts can be worn under the polo. Pants need to be trouser/dress pants. No leggings, yoga wear, or sweat pants. Dickies, jeans, or cargo pants may be worn – but no holes in the jeans.

Required Materials

• Resume