Senior Coordinator for University Events

Job Posting Title: Senior 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 Until Aug 31, 2027 Location: UT MAIN CAMPUS General Notes About The University of Texas at Austin What starts here changes the world. The University of Texas at Austin, founded in 1883, ranks among the best universities in the world. With 76 programs ranked in the top 10, UT Austin is the #1 public university in Texas and the #7 public university in the nation. Like the state it calls home, The University of Texas at Austin is a bold, ambitious leader supporting more than 55,000 students, 4,750 faculty, 15,000 staff and top national programs across 18 colleges and schools. Amid the backdrop of Austin, Texas, a city recognized for its creative and entrepreneurial spirit, the University provides a place to explore countless opportunities for tomorrow's artists, scientists, athletes, doctors, entrepreneurs and engineers. Learn more about UT's mission and values and leadership. Why Join Texas Development? The University of Texas at Austin is a thriving hub of learning and discovery that anchors our city and enables excellence and innovation on the highest level. And it's only possible because generous supporters believe in the power and promise of our state's flagship university to change the world. With more than $6 billion raised in the What Starts Here campaign, Texas Development is quickly becoming one of the best fundraising programs in public higher education. Texas Development is a dynamic community of 500+ fundraising professionals across the Forty Acres. We strive to reach the highest levels of achievement and success in all that we do by creating meaningful and powerful experiences for our donors. Follow your passion, grow your career and help us change the world. 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 Senior Coordinator of University Events facilitates the successful planning, execution, and close-out of university events. By building and maintaining effective relationships with colleagues, university services, external vendors, and campus partners, the Senior Coordinator ensures seamless collaboration and execution throughout all phases of event production. The role is responsible for scheduling and participating in planning meetings, managing event budgets and production schedules in real time, and maintaining meticulous organization of all event documentation. The Senior Coordinator provides hands-on logistical support, overseeing venue reservations, vendor management, transportation, security, facilities requests, staffing, entertainment bookings, event design, and on-site execution. Additionally, the position collaborates with UEE finance to ensure accurate documentation and compliance with university policy. An ideal candidate demonstrates clear passion for creating unique events and experiences - staying current on industry trends and best practices through social media, trade publications, and professional resources. Through proactive coordination, attention to detail and creativity, the Senior Coordinator plays a critical role in delivering exceptional event experiences that align with the university’s mission and objectives. This position has an end date of 8/31/2027, but may be renewable based upon availability of funding, work performance, and progress toward goals. Funding is expected to continue. Responsibilities Assist with planning and executing high-profile University events, including presidential, donor, ceremonial, and special events. Build strong working relationships with colleagues, campus partners, student organizations, University services, and vendors. Schedule planning and post-event meetings; prepare agendas and materials as needed. Maintain production schedules, timelines, task lists, and event documentation to keep projects on track. Organize event files, including estimates, contracts, invoices, approvals, diagrams, service requests, communications, run-of-show documents, presentations, videos, and photos. Support event design by researching linens, florals, furnishings, decor, and other creative details. Assist with procurement, assembly, organization, and distribution of event materials, branded gifts, welcome packages, and promotional items. Coordinate day-to-day event logistics, including venue reservations, vendor contracting, transportation, security, facilities, staffing requests, student support, and entertainment bookings. Manage assigned logistics independently, provide regular project updates, and proactively identify challenges and solutions. Provide on-site support for vendor coordination, setup, guest experience, troubleshooting, event execution, and post-event strike. Submit purchase requests, contracts, payment requests, and financial documentation in accordance with University, State, and internal procedures. Complete post-event reconciliation within two weeks, including budgets, schedules, documentation, invoices, and event records. Additional duties as assigned. Salary $60,000+ depending on qualifications Required Qualifications Bachelor's degree or equivalent experience in event management, event, theatre or interior design, 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 Four or more years of experience in event management, event, theatre or interior design, 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 university setting. Proven 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 all aspects of 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 position has an end date of 8/31/2027, but may be renewable based upon availability of funding, work performance, and progress toward goals. Funding is expected to continue. 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. 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 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. #J-18808-Ljbffr Phase2 Technology