Events Coordinator – Grants & Logistics

University of Texas; Austin (TX); On-site; USD 50,000 - 70,000; Full time

Job summary

The University of Texas at Austin is seeking an Events Coordinator for the Special Education department on UT Main Campus. You will plan, organize, and coordinate events from start to finish, handling contracts, venues, vendors, travel, and budgets to ensure smooth execution for all attendees.

You will work with internal teams and external partners, manage timelines, registrations, and post-event evaluations, and provide exceptional support to ensure successful outcomes and adherence to grant

Qualifications

• At least one year as 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 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.

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.

Skills

Event logistics

Vendor coordination

Budget management

Communication skills

Time management

Registration & attendee support

Education

Bachelor's Degree

High School Diploma

Tools

Microsoft Office

Excel

Scheduling systems

Event-management software

Job description

The University of Texas at Austin is seeking an Events Coordinator for the Special Education department on UT Main Campus. You will plan, organize, and coordinate events from start to finish, handling contracts, venues, vendors, travel, and budgets to ensure smooth execution for all attendees.

You will work with internal teams and external partners, manage timelines, registrations, and post-event evaluations, and provide exceptional support to ensure successful outcomes and adherence to grant