Events Coordinator

utaustin; Utah; On-site; USD 45,000 - 55,000; Full time

Job summary

The University of Texas at Austin is seeking an Events Coordinator in Special Education at UT Main Campus. You will plan, organize, and coordinate events from initial preparation through completion, managing logistics, vendors, budgets, and attendee communications to ensure a smooth, positive experience for all involved.

The role requires strong organizational and time-management abilities, experience with event registration and budgeting, and excellent written and verbal communication.

Qualifications

• At least 1 year of Administrative Assistant level experience or 5 years of clerical work.
• Experience managing event logistics, including venues, vendors, and budgets.
• Experience with budgets, purchase orders, invoices, and event-related expenses.
• Strong organizational and time-management skills.
• Experience with event registration, communications, and attendee support.
• Proficiency with Microsoft Office and scheduling systems.

Responsibilities

• Coordinate contracts and purchase orders with hotels and consultants.
• Handle materials, travel arrangements, reimbursements, and payments.
• Provide transactional support for grant managers across research grants.
• Perform other duties as assigned.

Skills

Organizational skills

Time-management

Written and verbal communication

Customer service

Problem solving

Education

Bachelor's Degree

High School Diploma + 5 years clerical

Tools

MS Office

Job description

Job Posting Title

Events Coordinator

Hiring Department

Special Education

Position Open To

All Applicants

Weekly Scheduled Hours

40

FLSA Status

Exempt from FLSA

Earliest Start Date

Oct 01, 2026

Position Duration

Expected to Continue Until Aug 31, 2027

Location

UT MAIN CAMPUS

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.