Conference Coordinator

Conference Coordinator

Hiring Department: Academic Affairs

Position Open To: All Applicants

Weekly Scheduled Hours: 40

FLSA Status: Non-Exempt from FLSA

Earliest Start Date: Immediately

Position Duration: Expected to Continue

Location: UT MAIN CAMPUS

Purpose

The Curriculum Coordinator plays a key role in delivering engaging, high-quality lifelong learning experiences through collaboration with UT OLLI staff, volunteer leadership, and speakers. This position guides curriculum development and implementation, coordinates classroom programming, and provides essential support to speakers and volunteers. Working within a team-centered environment, the Curriculum Coordinator also helps advance program innovation by piloting and refining in-person, hybrid, and online learning opportunities that respond to the evolving interests and needs of UT OLLI members.

Responsibilities

• Assist with recruiting, vetting, and confirming volunteer seminar and lecture speakers. Review and edit speaker content to ensure it aligns with the UT OLLI demographic and complies with university guidelines. Provide logistical and presentation support. Collaborate with the Events Coordinator to ensure appropriate recognition at sessions and social activities. Attend events and socials as appropriate.
• Serve as the lead for all online and hybrid classes. Schedule Zoom meetings or webinars, coordinate participants and hosts, manage session recordings, and oversee the video editing process. Maintain and organize the digital content library to ensure member access and content integrity. Provide training and support to speakers on using online and in-classroom technology in advance of sessions to ensure a smooth and engaging learning experience.
• Collect and distribute lecture and seminar materials digitally. Maintain accurate digital records of curriculum content. Coordinate the development of course catalogs (online & print) and manage the online class registration process. Solicit member feedback through surveys and share relevant findings with program curriculum committees to support continuous improvement.
• Collaborate with both internal and external technology partners to support software and database functions essential to registration, catalog creation, and other key processes. Facilitate training for staff, student workers, and highly independent volunteers, providing clear guidance while respecting varied working styles. Monitor data entry and migration to ensure accuracy, communication, and adherence to schedules. 10%
• Participate in staff and Thompson Conference Center (TCC) meetings as assigned to support overall program operations. Assist with routine clerical tasks related to core responsibilities. Support cross-program activities such as OLLI Council, collaborative workdays, long-range planning, new member orientation, and data collection and analysis.
• Work cooperatively and constructively with Extended Education Ventures (EEV), Thompson Conference Center (TCC), UT OLLI staff, program speakers, and volunteer member committees to achieve shared goals and maintain strong partnerships.
• In addition to the duties outlined, the Curriculum Coordinator will perform other responsibilities as needed to support the program's effective operation, such as attending professional development and digital training opportunities.

Required Qualifications

Bachelor's degree. A minimum of three years of experience coordinating or administering a program. Self-starter and self-reliant with ability to work both independently and as a part of a team. Fast learner with excellent technology skills. Experience in management of knowledge base systems and applications. Demonstrated competence with Microsoft Word and Excel. Demonstrated customer service skills and strong interpersonal skills. Ability to multitask and work efficiently with little supervision. Professional demeanor.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience working collaboratively with staff, volunteers, and subject-matter experts to support volunteer-led curriculum development and educational programming. Strong interpersonal and customer service skills, including responding to telephone inquiries and assisting members, speakers, and volunteers. Demonstrated ability to multitask, manage competing priorities, and coordinate multiple projects from planning through implementation. Experience piloting and supporting in-person, hybrid, and online learning environments, including classroom audiovisual technology, virtual learning platforms, and video editing. Familiarity with ADA classroom accommodations and accessibility technologies, including speech-to-text applications, captioning, and assistive communication tools. Strong organizational and problem-solving skills, adaptability, and a team-oriented approach with a willingness to explore innovative methods of program delivery.

Salary Range

$45,000 - $48,450 depending on qualifications

Working Conditions

· May work around standard office conditions.

· Repetitive use of a keyboard at a workstation.

· Applicants must be legally authorized to work for any employer in the United States. This position is not eligible for sponsorship of work visas.

· This is an Austin, TX-based position from Monday – Friday, 8:00 AM – 5:00 PM. On-site work is the standard expectation for this position.

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 in the first step of the online job application process. Then, any additional Required Materials will be uploaded in the My Experience section; you can multi-select the additional files or click the Upload button for each file. 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 Jobs. Before you apply though, 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. This information will be pulled in to your application. The application is one page and you will need to click the Upload button multiple times in order to attach your Resume, References and any additional Required Materials noted above.