Events Associate

Job Posting Title:
Events Associate
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Hiring Department:
Texas Memorial Museum
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Position Open To:
All Applicants
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Weekly Scheduled Hours:
40
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FLSA Status:
Non-Exempt from FLSA
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Earliest Start Date:
Jul 01, 2026
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Position Duration:
Expected to Continue
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Location:
UT MAIN CAMPUS
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Job Details:

General Notes

Support Texas Science & Natural History Museum and Senior Events Program Coordinator in booking, coordinating, and executing the operational needs of events, programs, conferences, meetings, and celebrations to be held at Texas Science & Natural History Museum. Maintain communications with museum and university colleagues, outside parties, and vendors, and produce event reports.


Purpose

The Events Associate will assist the Senior Events Program Coordinator with the full lifecycle of private events held at Texas Science & Natural History Museum. They will build strong, positive client relationships and ensure successful day-of-event operations for the museum.


Responsibilities

Client intake and event coordination. Manage client inquiries by phone, email, online, or in person, and maintain client records. Manage client walk throughs and site-visits. Assist Senior Events Program Coordinator in processing support documentation with clients. Collaborate with event owners to ensure that timelines and priorities are met; ensure content, messaging, and services are in place. Determine on-site staffing needs and communicate schedules/responsibilities. Prepare reports and identify future improvements.


Oversee on-site event day-of responsibilities for events. Assist Senior Events Program Coordinator in the supervision and administration of one or more event service areas at the museum. Manage related museum or university staff and onsite logistics during events. Oversee the execution of each event, including rehearsals and sound check, load-in/out, set-up, and breakdown.


Establish and maintain effective working relationships with performers' representatives, representatives of private facility users, representatives of other outside agencies, co-workers, subordinates, and other University personnel. Act as liaison with caterers, florists, entertainment, UT Facilities Services staff, valet parking, dry cleaners, museum volunteers, outside volunteers, and others as needed.


Other Duties as assigned


Required Qualifications

• Experience in events, including social and corporate events.
  
  

• Excellent interpersonal and communication abilities.
  
  

• Ability to interact and maintain productive working relationships with a various population of staff, clients, visitors, and event vendors.
  
  

• Ability to learn quickly, be flexible, and apply creative problem-solving skills.
  
  

• Ability to manage multiple projects at once, ensuring seamless coordination and tracking of all logistics and deliverables from inquiry to execution.
  
  

• Proficient with Microsoft Office suite.
  
  

• Comfortable with flexible working during events including working outside of normal office hours; early mornings and late nights will be required.
  
  

Relevant education and experience may be substituted as appropriate.


Preferred Qualifications

• Bachelor's degree from an accredited college or university in Hospitality, Business Administration, Event Management, or a related field.
  
  

• Experience working with colleagues in sales, marketing and communications.
  
  

• Experience developing relationships with local vendors.
  
  

• Experience in managing budgets and tracking expenses.
  
  

• Experience working with Blackbaud Altru.
  
  

Salary Range: $48,000 annual

Working Conditions

• Evening and/or Weekend work hours is required.
  
  

• Working at a desk and computer for extended periods, including repetitive use of a keyboard.
  
  

• Use of manual dexterity.
  
  

• Occasional climbing of ladders and stairs.
  
  

• Ability to push, pull, carry & lift 50-60 lbs.
  
  

Required Materials

• Resume/CV
  
  

• 3 work references with their contact information; at least one reference should be from a supervisor
  
  

• Letter of interest
  
  

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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.

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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]

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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.