Events Program Coordinator

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

Job summary

The University of Texas at Austin is seeking an Events Program Coordinator in the Academic Affairs unit. The role supports complex event planning, client relations, and on-site execution for hybrid on-campus/remote engagements.

Applicants should have strong organizational and communication skills, be able to work independently, and manage multiple events with diverse stakeholders. Flexible scheduling includes some evenings and weekends.

Qualifications

• High School diploma or GED required.
• Three years of experience coordinating or administering a program, with at least two years handling complex events/meetings in a conference center or similar.
• Ability to manage multiple projects and meet deadlines in a fast-paced setting.
• Proficiency with Microsoft Office, including Excel, Outlook, and Word.
• Ability to use UT Box and Zoom, and learn Mazevo, Drupal, and Calendly.
• Strong interpersonal, customer service, and communication skills.
• Ability to work independently with initiative and problem solving.

Responsibilities

• Coordinate events with clients, staff, and catering within guidelines and timelines.
• Provide on-site direction for event execution before, during, and after.
• Assist with client needs and maintain relationships with existing customers.
• Coordinate multiple complex events and communicate timelines between clients, vendors, and staff.
• Handle room reservations, setup coordination, and deliverables for internal and external clients.
• Support virtual and hybrid events by utilizing Zoom and other platforms.
• Develop and monitor marketing and publicity for conference services.
• Maintain records, invoices, event reports, and sales materials; update Mazevo quarterly.
• Collaborate with UT personnel and pathways to grow the unit's revenue and reach.

Skills

Interpersonal skills

Customer service

Organization

Communication

Problem solving

Independent work

Education

High School diploma/GED

Bachelor's degree (preferred)

Tools

Microsoft Office (Excel, Outlook, Word)

UT Box

Zoom

Mazevo

Drupal

Calendly

Job description

Job Posting Title

Events Program Coordinator

Hiring Department

Academic Affairs

Position Open To

All Applicants

Weekly Scheduled Hours

40

FLSA Status

Exempt from FLSA

Earliest Start Date

Immediately

Position Duration

Expected to Continue

Location

UT MAIN CAMPUS

Job Details

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.

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

• 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) and be notified of the availability of the Annual Security and Fire Safety report. They may also have to report other information required by law or university regulation. This section includes all relevant compliance instructions for the position. Detailed policies and procedures can be found at the University Compliance Services website.