Office Manager for Workplace Experience & Internship Program

Office Manager for Workplace Experience & Internship Program

The Office Manager for Workplace Experience & Internship Program provides high-level administrative, operational, and logistical support for the University Events & Experience (UEE) team; develops and leads team training and recognition; manages the department's internship program. This role ensures the UEE office and event spaces run efficiently, coordinating office functions, shared resources, vendor relationships, digital systems, and meeting/event readiness, while managing the scheduling, training, performance, and development of interns.

The position is central to the department's ability to deliver high-quality events, programs, and strategic initiatives, and requires sound judgment, discretion, and the ability to balance competing priorities across office operations, vendor/facilities coordination, people management, and event support.

Responsibilities

Administrative, Office & Vendor Management

• Serve as a professional first point of contact for UEE by communicating with leadership, team members, campus partners, vendors, visitors, and key stakeholders.
• Coordinate shared UEE calendars, meeting requests, invitations, schedules, and related communications.
• Maintain shared meeting spaces, welcome areas, key control systems, supplies, break room, equipment, inventory, office purchases, maintenance needs, and related office resources.
• Manage office shipping and receiving, including incoming and outgoing mail, packages, deliveries, distribution, tracking, and related carrier/vendor coordination.
• Coordinate and maintain vendor relationships and accounts supporting daily office operations, including break room, coffee and beverage service, specialty gifting vendors, apparel/uniform vendors, and building/facilities service providers, and process related purchase, contract, and payment requests.
• Coordinate daily readiness of office and meeting spaces, including opening and closing procedures, office equipment (printers and supplies), and event-space technology (audio/visual systems, signage, and shared power/lighting for daily and event use).
• Coordinate and track shared office access and resources, including parking passes and permits, guest access requests, and shared equipment checkout (e.g., golf cart).
• Coordinate linen laundering and related event-readiness logistics, including pick-up, drop-off, tracking, storage, and vendor communication.
• Support gifting, awards, and recognition processes by maintaining supplies and records, coordinating orders and distribution, and assisting with related communications.
• Coordinate team building and retreat logistics, including scheduling, space needs, materials, supplies, vendor coordination, and day-of support.
• Coordinate approved meeting-related logistics and funding support, including meals, hotel accommodations, travel arrangements, vendor coordination, cost estimates, purchase requests, reimbursements, and payment processing in accordance with University and departmental policies.
• Provide support for UEE office operations, department-wide needs, special projects, staff onboarding and off-boarding, data entry, routine office tasks, and work-related errands.
• Help maintain systems for tracking UEE events, projects, deadlines, records, files, documentation, listservs, announcements, archiving and internal communications.
• Serve as back-up administrative support for the Executive Assistant to the CXO as needed.

Internship Program Supervision

• Directly supervise the departmental intern team, serving as their primary point of contact and day-to-day manager.
• Partner with HR to coordinate intern recruitment, interviewing, hiring, including job posting review and candidate scheduling.
• Plan and deliver intern onboarding, including orientation, workspace setup, systems access, and introduction to office and departmental procedures.
• Build and manage intern work schedules, assign and prioritize daily tasks and projects, and ensure adequate coverage across office, event, and administrative needs.
• Assign and oversee intern staffing and task coverage for events, ensuring adequate on-site support and clear role assignments.
• Train interns on office systems, event support procedures, professional standards, and department expectations.
• Review and approve intern timesheets in accordance with University and departmental policy.
• Provide ongoing feedback, conduct regular check-ins, and complete performance evaluations for intern staff; address performance or conduct concerns and escalate as needed.
• Coordinate intern off-boarding, including exit conversations, return of equipment/access, and transition documentation.
• Identify professional development and mentorship opportunities to support intern learning outcomes.
• Maintain accurate records related to intern scheduling, performance, and program documentation in approved departmental systems.

Internal Meeting & Operations Support

• Prepare and distribute UEE team meeting agendas, minutes, documents, briefs, and materials to support team readiness for meetings.
• Support the coordination of team and visitor travel arrangements, process related authorizations, reimbursements, expenses, approvals, and payment requests through appropriate systems.
• Provide pre-event and on-site event support for all-hands events (i.e. Commencement, Gone to Texas, UT Remembers, etc.), departmental events, and other events as business need requires.

Salary

$65,000

Required Qualifications

• Bachelor's degree and at least three years of experience in a supervisor/manager role.
• Demonstrated ability to coordinate complex schedules, meetings, travel, logistics, records, and office processes with accuracy and follow-through.
• Strong written, verbal, and interpersonal communication skills, including the ability to interact professionally with colleagues, campus partners, vendors, and visitors.
• Excellent organizational skills, attention to detail, accountability, and ability to manage multiple priorities in a fast-paced environment.
• Ability to work independently, exercise sound judgment, solve problems, and collaborate effectively across teams.
• Commitment to professionalism, discretion, integrity, customer service, and confidentiality when handling sensitive information and office operations.
• Proficiency with Microsoft Office and other digital tools used to manage calendars, documents, data, communications, shared resources, and project information.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• More than three years of experience providing administrative, operational, event, or project coordination support in a complex office environment.
• Working knowledge of UT Austin policies, procedures, systems, and campus administrative processes.
• Experience supporting event logistics, travel coordination, purchasing, reimbursements, records management, or shared office resources.
• Experience using digital tools to manage calendars, documents, shared drives, project information, communications, or team resources.

Working Conditions

• This is an on-site position (40 hours per week) and the schedule will vary based on university and department schedules, and with the types of events scheduled and operational functions.
• Ability and willingness to work early mornings, evening, overtime, weekends, and University holidays based on event and operational needs; certain duties (e.g., opening/closing shared spaces, vendor deliveries, event setup and teardown) routinely fall outside standard business hours.
• May required the ability to move, organize, transport, or arrange office supplies, meeting materials, event equipment, and other workplace items consistent with University requirements.
• Works in standard office conditions, in a shared office environment, with repetitive use of a keyboard at a workstation.
• May work in all weather conditions.
• Regular and consistent attendance is required in this job.
• Applicants must be authorized to work in the United States. The University Development Office does not sponsor work visas for this position.
• This position is based in Austin, Texas.

Required Materials

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