Associate Director, Special Events

University of Texas at San Antonio; San Antonio (TX); On-site; USD 95,000 - 125,000; Full time

Job summary

The University of Texas at San Antonio seeks an Associate Director for Special Events & Protocol for the Office of the President to plan and oversee high-level university events and executive hospitality.

You will collaborate with university leadership, manage budgets and timelines, and ensure adherence to protocol standards, while supporting First Lady initiatives and campus engagement.

Qualifications

• Bachelor's Degree in a related field.
• Seven (7) years of related work experience.
• This position may require the ability to maintain the security and integrity of UT San Antonio.

Responsibilities

• Plans and oversees high-level university events and special projects for the Office of the President.
• Coordinates planning and execution of large-scale events supporting institutional priorities.
• Manages executive-level protocol and hospitality activities for the Office of the President.
• Coordinates engagement opportunities with internal and external audiences to strengthen relationships.
• Collaborates with the Director of Special Events & Protocol and University Leadership on logistics and priorities.
• Represents the Office on committees and working groups for events, hospitality, and protocol.
• Supports First Lady initiatives, community engagement, events, and calendar coordination.
• Performs other duties as assigned.

Skills

Written and Verbal Communication

Event Planning

Time Management

Project Management

Organizational Skills

Interpersonal Skills

Multitask

Deadline Driven

Budget Planning

Education

Bachelor's Degree in a related field

Tools

Microsoft Office Suite

Job description

Associate Director, Special Events & Protocol - Office ofthe President

Location: San Antonio, TX

Regular/Temporary: Regular

Job ID: 16590

Full/Part Time: Full Time

Position Information

The University of Texas at San Antonio (UT SanAntonio) is a nationally recognized, top-tier public researchuniversity that unites the power of higher education, biomedicaldiscovery and healthcare within one visionary institution. As thethird-largest research university in Texas and a CarnegieR1-designated institution, UT San Antonio is a model of access andexcellence — advancing knowledge, social mobility and public healthacross South Texas and beyond. UT San Antonio serves approximately42,000 students in 320 academic programs spanning science,engineering, medicine, health, liberal arts, AI, cybersecurity,business, education and more. With 17,000 faculty and staff, UT SanAntonio has also been recognized as a Top Employer in Texas byForbes Magazine. Learn more online, on UT San Antonio Today or on X, Instagram,Facebook,YouTube or LinkedIn.

Salary Range: Commensurate with education,experience, and qualifications.

Job Type: Full Time

Posting Close Date: Applications will be accepted through 11:59 PM CDT on 11/08/2026. At the discretion of the hiring department, this posting may close once a sufficient number of qualified applications have been received.

Required Application Materials

• Resume is required
• Cover Letter is preferred

Job Details

Job Summary

The Associate Director for Special Events& Protocol manages and oversees high-level university events,including those hosted by the Office of the President. Thisposition serves as a key liaison for university events involvingthe President and supports the President's and First Lady'sexecutive hospitality and protocol needs. The Associate Directormanages special event projects involving the President and supportsinitiatives critical to advancing institutional strategicpriorities. The Associate Director ensures executive andhigh-profile university events are professionally executed andadhere to appropriate protocol standards.

Core Responsibilities

1. Manages, plans, and oversees high-level university events andspecial projects hosted by the Office of the President.
2. Coordinates with university-wide teams in the planning andexecution of large-scale events that support institutionalstrategic priorities.
3. Manages executive-level protocol and hospitality activities forthe Office of the President, ensuring appropriate standards andpractices are followed.
4. Coordinates formal and informal engagement opportunities withinternal and external audiences to support and strengthen thePresident's university and community relationships.
5. Collaborates with the Director of Special Events & Protocoland University Leadership to ensure event logistics and executionalign with the President's vision and institutionalpriorities.
6. Serves as a liaison for internal and external events involvingthe President and University Leadership, providing guidanceregarding logistics, protocol, and presidential participation.
7. Supports the day-to-day operations of the Special Eventsfunction, including coordination of resources, timelines, vendors,and event logistics, ensuring the seamless planning, execution,setup, and breakdown of special projects and events.
8. Manages and coordinates university event budgets, procurement,and financial operations in partnership with the Senior Director ofAdministration and Operations.
9. Coordinates and supports events associated with high-leveluniversity initiatives, including search committees, task forces,open forums, town halls, and other institutional activities.
10. Represents the Office of the President on committees andworking groups related to special projects, events, hospitality,and protocol, as assigned.
11. Provides support for First Lady initiatives, communityengagement activities, events, and calendar coordination.
12. Performs other duties as assigned.

Required Qualifications

• Bachelor's Degree in a related field.
• Seven (7) years of related work experience.
• This position may require the ability to maintain the securityand integrity of UT San Antonio and its infrastructure per TexasEO-GA-48.

Knowledge, Skills, and Abilities

• Written and Verbal Communication
• Event Planning
• Time Management
• Project Management
• Organizational Skills
• Interpersonal Skills
• Multitask
• Deadline Driven
• Microsoft Office Suite
• Budget Planning

Working Conditions

• Office environment. Ability to travel to and from meetings, training sessions, site visits or other business-related events. Workdays, areas, and work hours may vary depending on the department's needs.

Physical Demands

• Position requires frequent walking and standing, as well asparticipation in event setup and breakdown. Must be available to work a flexible schedule, including evenings, weekends, and otherhours outside of normal business operations, as needed to supportuniversity events and special projects.

This position will work primarily on campus.Travel and parking expenses are the employee's responsibility.

This position is contingent upon a successful background check.Verification of a valid driver's license and Motor Vehicle Record(MVR) may be completed as applicable. Applicants selected must be able to show proof of eligibility to work in the United States bytime of hire.

Equal Employment Opportunity

As an equal employment opportunity and affirmative actionemployer, it is the policy of The University of Texas at SanAntonio to promote and ensure equal employment opportunity for allindividuals regardless of race, color, religion, sex, genderidentity, sexual orientation, national origin, age, disability orgenetic information, and veteran status. The University iscommitted to the Affluent Action Program in compliance with allgovernment requirements to ensure nondiscrimination.