Events Coordinator

The University of Texas at Austin; Texas; On-site; USD 50,000 - 65,000; Full time

Job summary

The University of Texas at Austin seeks an Events Coordinator to plan, organize, and oversee complex events from start to finish on the UT Main Campus. You will manage logistics, vendors, budgets, communications, and timely execution to ensure a positive attendee experience.

You will work with internal teams and external partners, handle contracts, travel arrangements, and reimbursements, and support grant-related activities while maintaining compliance with UT policies.

Qualifications

• Requires at least one year as Administrative Assistant or five years of clerical work with a HS diploma.
• Experience managing event logistics (venues, catering, vendors, room setup, schedules, equipment).
• Strong organization and time management; ability to handle multiple events; proficient in MS Office and scheduling systems.

Responsibilities

• Coordinate all aspects of events including contracts and PO management with hotels and consultants.
• Handle materials and supplies purchasing, travel arrangements, reimbursements, and final payments to fulfill grant/contract requirements.
• Provide transactional support for grant managers across research grants.

Skills

Event coordination

Budget management

Vendor coordination

Microsoft Office

Communication

Education

Bachelor's Degree

High School Diploma

Tools

DEFINE

FRMS

Contracts+

Point Plus

Event-management software

Job description

Job Posting Title:

Events Coordinator

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Hiring Department:

Special Education

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt from FLSA

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Earliest Start Date:

Oct 01, 2026

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Position Duration:

Expected to Continue Until Aug 31, 2027

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Location:

UT MAIN CAMPUS

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Job Details:

Purpose

To plan, organize, and coordinate events from initial preparation through completion. The position ensures that logistics, scheduling, vendors, communications, budgets, and event details are managed efficiently and effectively. The Event Coordinator works closely with internal teams and external partners to ensure events run smoothly and provide a positive experience for attendees.

Responsibilities

• Coordinate, organize, and facilitate all aspects of events including contracts and purchase orders with hotels and consultants, materials and supplies purchasing, all related travel arrangements and reimbursements, and final payments to fulfill grant and contract requirements
• Transactional support for grant managers across all research grants.
• Other duties as assigned.

Required Qualifications

At least one year’s experience as the Administrative Assistant level 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.

Preferred Qualifications

Knowledge of internal UT systems: DEFINE, FRMS, Contracts+, Point Plus

Salary Range

$50,000 + depending on qualifications

Working Conditions

• Typical office environment

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.

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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.