Event Coordinator

Job Posting Title: Coordinator for University Events Hiring Department: University Development Office 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 Benefits The University provides a competitive benefits package that includes insurance and retirement benefits in addition to other programs and services. Texas Development supports growth by offering professional development opportunities that help every team member accomplish their goals, enrich their skillset and deepen their engagement with UT. Purpose The Coordinator for University Events supports the planning and execution of a variety of university events, ensuring smooth collaboration with colleagues, campus partners, and vendors. Responsibilities include scheduling meetings, organizing budgets and event documents, handling logistics such as venue reservations, vendor management, transportation, security, facilities, staffing, entertainment, and on-site support. The coordinator works with UEE finance to maintain accurate records and compliance. Through proactive organization, this role helps deliver high‑quality events that support the university's mission. Responsibilities Build and maintain effective working relationships with office colleagues, University services, external vendors, student organizations, and campus partners. Schedule kick‑off, planning and post‑event meetings as assigned; prepare agendas for meetings with external stakeholders as needed. Maintain event budgets and production schedules in real time, ensuring accurate, up‑to‑date information is maintained. Maintain and organize all event files ensuring all documents (estimates, BEOs, POs, contracts, invoices, OOEFs, approvals, diagrams, service requests, work orders, invitations, official communications, ROSs, final presentation slides/videos, event photos, etc.) are properly saved in designated folders. Provide coordination of assigned tasks specific to event planning for events assigned. Independently provide proactive day‑to‑day logistical coordination of general production duties for events including but not limited to: Venue and space reservations Vendor contracting (rentals, catering, photography, etc.) Parking and transportation requests Security notifications and requests Facilities work orders Identify staffing levels and submit requests through internal processes Manage on‑site student volunteer and student intern support Book entertainment and music performers Provide onsite event execution support in accordance with the production schedule, support loadin/setup and strike/reset activities as assigned, coordinate with campus partners and vendors, ensuring smooth execution. Submit purchase, contract and payment requests in adherence to State and University policies. Execute event close‑out processes ensuring final versions of production schedules and budgets are completed and fully accurate within 2‑weeks of the end of the event. Additional duties as assigned. Salary $55,000+ depending on qualifications Required Qualifications Bachelor's degree or equivalent experience in event management, hospitality, operations, or related field. At least one year of experience in event management, hospitality, operations, or a comparable role, preferably supporting logistics for private and large‑scale events. Demonstrated strong organizational, interpersonal, and communication skills with the ability to manage multiple priorities discreetly and effectively. Proficiency in Microsoft Office Suite, calendar management, project management, and inventory management systems. Experience using event management and asset tracking software. Proven ability to exercise sound judgment and adapt in fast‑paced environments. Detail‑oriented with the capacity to manage several projects and meet tight deadlines. Experience coordinating logistics, site planning, and on‑site supervision of third‑party labor and vendors. Skilled in maintaining standard operating procedures (SOPs). Demonstrated commitment to professionalism, accountability, and providing excellent service to stakeholders. Ability to lift 30 pounds or more as needed. Willingness and availability to work nights, weekends, and travel as required to support event operations. Preferred Qualifications 2 or more years of experience in event management, hospitality, operations, or a comparable role, preferably supporting logistics for private and large‑scale events. Experience supporting donor engagement and strategic engagement events in a higher education setting. Experience in budget management, production scheduling, and real‑time project coordination for complex events. Proficiency with Box or other cloud‑based document management systems for organizing event files and records. Proven ability to independently manage event logistics, including venue reservations, vendor contracting, transportation, security, facilities, entertainment bookings, and on‑site execution. Familiarity with state and university procurement policies and procedures. Strong problem‑solving skills and the ability to adapt to evolving event requirements. Experience supervising and coordinating student volunteers or interns. 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. May work late evenings and some weekends for scheduled events. Hours are subject to change. 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 Three work references with contact information; at least one reference should be from a supervisor Letter of Interest 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 uses 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. #J-18808-Ljbffr