Campus Events & Logistics Coordinator

University of Texas; United States; On-site; USD 50,000 - 70,000; Full time

Job summary

The University of Texas at Austin is seeking an Events Coordinator in the Special Education department to plan, organize, and oversee events from start to finish. You will manage logistics, vendors, budgets, and communications to ensure high-quality experiences for attendees.

This role involves collaboration with internal teams and external partners, ensuring compliance with grant and contract requirements, and handling travel, reimbursements, and final payments.

Qualifications

• At least one year's experience as Administrative Assistant with a Bachelor's Degree or five years of clerical experience with a High School Diploma
• Experience managing event logistics, including venues, catering, vendors, room setup, schedules, equipment, and materials
• Experience coordinating with internal departments, external vendors, and event participants
• Experience managing budgets, purchase orders, invoices, and event-related expenses
• Strong organizational and time-management skills, with the ability to manage multiple events or projects simultaneously
• Experience with event registration, invitations, communications, and attendee support
• Proficiency with Microsoft Office, spreadsheets, calendars, and other event-management or scheduling systems
• Ability to troubleshoot issues and make timely decisions during events
• Experience preparing event timelines, checklists, reports, and post-event evaluations
• Excellent written and verbal communication and customer-service skills
• Relevant education and experience may be substituted as appropriate

Responsibilities

• Coordinate, organize, and facilitate all aspects of events including contracts and purchase orders with hotels and consultants
• Transactional support for grant managers across all research grants
• Other duties as assigned

Skills

Event planning

Vendor coordination

Budget management

Communication

Microsoft Office

Time management

Education

Bachelor's degree

High School Diploma +5 years experience

Tools

MS Office

Event management software

Procurement systems

Spreadsheets

Job description

The University of Texas at Austin is seeking an Events Coordinator in the Special Education department to plan, organize, and oversee events from start to finish. You will manage logistics, vendors, budgets, and communications to ensure high-quality experiences for attendees.

This role involves collaboration with internal teams and external partners, ensuring compliance with grant and contract requirements, and handling travel, reimbursements, and final payments.