Events Program Coordinator - School of Social Work, Office of Professional Development

The University of Texas at Austin; Austin (TX); On-site; USD 45,000 - 55,000; Full time

Job summary

The University of Texas at Austin's School of Social Work invites applications for two Events Program Coordinator positions within the Office of Professional Development. These roles support planning, development, and facilitation of large meetings, events, and conferences on campus and with external partners.

Responsibilities include coordinating with planning groups, speakers, hotels and vendors; managing registration with Cvent and Event Farm; supporting virtual and on-site logistics;

Qualifications

• Bachelor's degree in a field related to the work to be performed.
• Experience coordinating or administering programs and/or events.
• Demonstrated ability to effectively manage multiple projects.
• Experience with customer service, and strong ability to communicate effectively and professionally, both orally and in writing.
• Relevant education and experience may be substituted as appropriate.

Responsibilities

• Coordinates with planning groups, speakers, hotels and vendors for conferences and events, and collaborates with committees and directors.
• Sets up and manages registration for events using Cvent, Event Farm, and other software; manages event websites and inquiries.
• Coordinates virtual events and manages on-site registration and logistics; troubleshoots issues with planning teams.
• Tracks budgets, handles billing, and coordinates reimbursements for speakers and consultants; prepares financial reports for state contracts.
• Prepares reports and communications for events; collects and analyzes evaluation data; maintains event records and databases.
• Attends event-related marketing and networking events and represents the Office of Professional Development and the School of Social Work.
• Provides support to the Assistant Director and Director; carries out special projects as assigned.

Skills

Event coordination

Project management

Customer service

Communication skills

Education

Bachelor's Degree in a field related to the work to be performed

Job description

Job Posting Title:

Events Program Coordinator - School of Social Work, Office of Professional Development

Hiring Department:

School of Social Work

Position Open To:

All Applicants

Weekly Scheduled Hours:

40

FLSA Status:

Exempt from FLSA

Earliest Start Date:

Dec 31, 2027

Position Duration:

Expected to Continue

Location:

UT MAIN CAMPUS

Job Details:

About UT Austin: The University of Texas at Austin, founded in 1883, ranks among the 40 best universities in the world with top national programs across 18 colleges and schools. The university is an enduring symbol of the spirit of Texas, driving economic and social progress while serving the city, state, nation and world as a leading center of knowledge and creativity. Our work is inspired by the bold spirit of Texas and our commitment to its people.

The School of Social Work, ranked among the top 10 programs of social work education in the country, values high-level scholarship, innovative teaching and commitment to service. Our mission is to promote social and economic justice, alleviate critical social problems and enhance human well-being.

Learn more about UT Austin's mission and values, leadership and strategic plan.

Purpose

The UT School of Social Work is recruiting for two Events Program Coordinator positions within the Office of Professional Development.

The Events Program Coordinators will assist with planning, developing, and facilitating large meetings, events, and conferences.

These positions are funded by contracts and are contingent upon contract renewal. The positions are expected to be renewed beyond Dec 31, 2027.

Responsibilities

• Assists in coordinating with planning groups, speakers as well as hotels and other required vendors with conference and event facilitation, for both the School of Social Work and agencies outside the university. Coordinates with Assistant Director, other events program coordinators, the Director and agency planning committees to plan and coordinate events. Attends planning meetings for conferences and events. Coordinates with speakers to confirm participation, and issue speaker agreements, purchase orders and requests for travel authorization (RTAs). Coordinates with hotels on catering, room set ups, and other onsite arrangements. Coordinates with required vendors to finalize orders and billing.
• Assists in set-up and manages registration for events, using Cvent, Event Farm, and other conference management software. Coordinates with the Assistant Director to set up websites and manage registration for events. Responds to inquiries made by registrants, both via email and phone.
• Participates in coordination of virtual events and manages onsite registration and logistics for live events. Proactively handles arising issues and troubleshoots emerging problems in coordination with Assistant Director and planning team on event days.
• Tracks budgets, assists with billing, and coordinates reimbursements for speakers and other outside consultants and participants. Prepares financial reports and billing for state contracts. Manages speaker and staff travel and reimbursement including sponsor coordination and billing.
• Prepares reports and identifies future improvements for events. Develops and coordinates communications and promotions for the event. Works with team, within specific timeframes, to set up collection of evaluation data and analysis of that data. Maintains records, files, statistics, and databases relating to conferences and events.
• Attends event-related marketing and networking events and represents the Office of Professional Development and the School of Social Work.
• Provides support to the Assistant Director and Director of the Office of Professional Development. Carries out special projects and other duties as assigned.

Required Qualifications

• Bachelor's Degree in a field related to the work to be performed.
• Experience coordinating or administering programs and/or events.
• Demonstrated ability to effectively manage multiple projects.
• Experience with customer service, and strong ability to communicate effectively and professionally, both orally and in writing.
• Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Five years of clerical experience, including two years of experience as an events coordinator.
• Familiarity with Adobe Creative Cloud. Experience in developing and proofreading marketing materials for events.
• Demonstrated ability to work as part of a team, strong organizational, time management and project management skills. Detail oriented.
• Applicants should have strong technical, organizational, and data management skills, and the ability to work with departments across campus, including those central to university operations (i.e. contracts, purchasing, and accounting).
• Candidates must also have the ability to work effectively with faculty, staff and students, as well as prospective students, alumni and professional social workers in the field.

Salary Range

$50,000+ (depending on qualifications)

Working Conditions

• Standard office environment and conditions with the option of a flexible work arrangement at the discretion of the supervisor.
• Some travel may be required.
• Extended work hours may be required.

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, 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.