Events Program Coordinator

The University of Texas at Austin; Austin (TX); Hybrid; USD 41,000 - 50,000; Full time

Job summary

The University of Texas at Austin invites applications for an Events Program Coordinator at the Academic Affairs division, based on UT Main Campus with a hybrid on-site/remote work option. The role supports Thompson Conference Center and LBJ Auditorium events, manages client relationships, and coordinates complex events with internal and external stakeholders.

Responsibilities include on-site event direction, timelines, vendor communications, marketing outreach, and revenue-related planning.

Qualifications

• High School diploma or GED; three years of experience coordinating or administering a program, including two years coordinating complex events and meetings in a conference center or similar facility.
• Equivalent combination of relevant education and experience may be substituted as appropriate.
• Bachelor's degree preferred; more than the required years of experience in program coordination and complex events is a plus.

Responsibilities

• Work with clients, staff, and catering to submit required financial information of an event within established guidelines and time frames.
• Provide on-site direction for successful execution of activities and support services before, during, and after an event.
• Assist with client needs and requests; maintain relationships with existing customers.
• Coordinate multiple complex events within any given period; manage timelines and requirements between clients, vendors, and employees.
• Assist with logistics of room reservation, coordination of room setup, and deliverables for clients both internal and external to the university.
• Support and sell virtual and hybrid events by becoming a specialist in Zoom and other virtual platforms.

Skills

Interpersonal skills

Customer service

Organization

Communication

Teamwork

Education

Bachelor's degree

Tools

Mazevo reservation system

Drupal

Calendly

UT Box

Zoom

Job description

Events Program Coordinator

Hiring Department: Academic Affairs

Location: UT MAIN CAMPUS

Weekly Scheduled Hours: 40

General Notes

Extended Education Ventures (EEV) (https://extendedcampus.utexas.edu/) is a self-supporting unit within The University of Texas at Austin that enables the development, delivery, and promotion of continuing and professional education across the university.

This position is eligible for a hybrid Flexible Work Arrangement (FWA) (on-campus and remote work). FWA arrangements are subject to manager approval and may shift due to changes in business needs.

At EEV we strive to create a talented, inclusive workplace. To ensure alignment, we follow these fundamental core values: Service, Collaboration, Inclusivity, Excellence, Future-focused, and Integrity.

Must be eligible to work in the US on a full-time basis for any employer without sponsorship.

Occasional evening and weekend hours may be required. May be occasionally required to physically attend off-site meetings.

Purpose

The Events Program Coordinator maintains a portfolio of existing and potential clients and tracks monthly sales closures. This role assists with coordinating and scheduling events, and identifying, acquiring and contracting new clients for the Thompson Conference Center (TCC) and the Lady Bird Johnson Auditorium (LBJ).

Responsibilities

• Work with clients, staff, and catering to submit required financial information of an event within established guidelines and time frames. Provide on-site direction for successful execution of activities and support services before, during, and after an event. Assist with client needs and requests. Maintain relationships with existing customers. Coordinate multiple complex events within any given period. Facilitate and maintain communication of event timelines and operational requirements between clients, vendors, and employees. Assist with logistics of room reservation, coordination of room setup, and deliverables for clients both internal and external to the university. Follow up on set-up requests as necessary by providing diagrams. Work with the appropriate staff to schedule the proper personnel needed for the successful execution of assigned events, which may include weekends. Support and sell virtual and hybrid events by becoming a specialist in Zoom and other virtual platforms. The team handles all the behind-the-scenes details for virtual /hybrid events so presenters can focus on their presentations. This includes keeping current with changes in technology, having practice sessions to go over the run of show, facilitating Q&A and polling, and creating the conference web page.


• Responsible for all conference services operations, including working with other event coordinators and associate director to analyze, recommend and implement business process improvements. Develop and recommend strategic goals for the conference center by developing short- and long-term operational and revenue goals. Collaborate with other event coordinators in implementing and monitoring plans supporting the overall growth of the unit. Attend weekly planning and staff meetings.


• Responsible for identifying, contacting, and acquiring new clients, which includes on-site and off-site visits to develop new business to meet the associate director's revenue goals. Responsible for contract negotiations, communications, preparation, and closure following the University's guidelines. May be required to travel to meetings and events off-site.


• Develop and propose marketing strategies to reach conference office revenue goals. Implement improved methods to expand audience base and track results of marketing efforts. Analyze customer surveys to improve processes. Collaborate with senior marketing coordinator, staff, vendors, and clients to develop and plan the delivery of marketing and publicity of TCC services.


• Maintain departmental records, prepare invoices, run event reports, updating of sales kits, and other administrative duties as assigned. Update Mazevo reservation system quarterly with rate changes or any necessary maintenance. Update TCC website when necessary. Work with student employees according to the event schedule. Assist with supervision and training and approving timesheets.


• Develop strategic alliances with professional conferencing organizations. Develop partnerships within the UT organization. Assist and attend TCC events and meetings, as requested. Coordinate conference services operations with other UT personnel. Request work service from UT Facilities or ITS when necessary. Ensure work is completed as requested for LBJ events.

Required Qualifications

High School diploma or GED. Three years of experience coordinating or administering a program, including at least two years' experience coordinating complex events and meetings in a conference center or similar facility. Experience working with multiple projects or tasks with the ability to handle those tasks efficiently and professionally. Capable of working in a fast-paced environment and meeting deadlines. Experience with Microsoft Office including Excel, Outlook, and Word. Ability to use UT Box and Zoom, and learn the following software programs: Mazevo reservation system, Drupal, and Calendly. Ability to successfully work with a high degree of flexibility and patience, while maintaining a productive, team-oriented relationship. Strong interpersonal and customer service skills. Demonstrated ability to build and maintain positive relationships. Ability to work independently with minimal supervision, take initiative, and demonstrate strong skills in problem solving. Demonstrated organizational skills and attention to detail. Demonstrate regular attendance and punctuality. Excellent organization and communication skills. Professional demeanor and dress.

Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's degree. More than the required number of years' experience with program coordination and complex events in a conference center. Familiarity with current trends and trade publications and knowledge of web design applications. Experience creating and distributing E-newsletters.

Salary Range

$45,000 + depending on qualifications

Working Conditions

• May work around standard office conditions


• Repetitive use of a keyboard at a workstation


• Use of manual dexterity


• Lifting and moving

Required Materials

• Resume/CV


• 3 work references with their contact information including email addresses; References submitted should be professional and not personal and 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.

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]

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.