Events Program Coordinator

utaustin; Utah; Hybrid; USD 52,000 - 70,000; Full time

Job summary

Extended Education Ventures (EEV) at UT Austin seeks an Events Program Coordinator to manage a portfolio of clients, coordinate and schedule events, and develop new business for Thompson Conference Center and LBJ Auditorium. The role supports on-site and remote execution, with a focus on hybrid events and client service.

The position requires strong coordination skills, the ability to handle multiple events, and collaboration with internal staff, vendors, and clients to ensure successful events

Qualifications

• High school diploma or GED is required.
• At least three years coordinating or administering a program, including two years of related experience.

Responsibilities

• Coordinate and manage events from planning to execution with internal staff and vendors.
• Schedule personnel and manage room setups and run of show.
• Support virtual/hybrid events using Zoom and other platforms.
• Collaborate on marketing and publicity for TCC services.
• Maintain records, invoices and reporting.

Skills

Event coordination

Client relationship management

Sales prospecting

Contract negotiations

Education

High School diploma or GED

Tools

Zoom

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.

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' experie