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

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

Job summary

The University of Texas at Austin is seeking an experienced events coordinator for the Office of Professional Development and School of Social Work. You will coordinate planning with internal teams and external partners, manage registrations, and supervise travel, billing, and speaker arrangements for in-person and virtual events.

Responsibilities include coordinating with venues, vendors, and speakers, using conference management software, and producing financial reports and promotions for

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

• Coordinate with planning groups, speakers, hotels and vendors for conference and event facilitation.
• Plan and coordinate events with the Assistant Director, other coordinators, the Director and planning committees.
• Attend planning meetings for conferences and events.
• Confirm speaker participation; issue speaker agreements, purchase orders and travel authorizations.
• Coordinate hotels on catering, room setups and onsite arrangements; manage vendors.

Skills

Program/event coordination

Multitasking

Customer service

Communication (oral & written)

Education

Bachelor’s degree or related field

Job description

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

Salary Range $50,000+ (depending on qualifications)

Working Conditions

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.

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.

Start Here, Change the World

Start Here, Change the World At The University of Texas at Austin, tradition meets innovation in the heart of a city that frequents lists of the best places to live and work. Named by Forbes as one of America's Best Large Employers for the sixth year in a row in 2025, UT offers both a dynamic work environment and a gateway to vibrant local culture. Whether you're at the forefront of the student experience, conducting world-changing research or supporting the engine that drives Texas’ flagship university, working at UT means making a lasting impact on our city, our state and our world. Our more than 20,000 faculty and staff empower 55,000+ students to challenge ideas, pursue passions and shape their futures. Joining UT, you’ll become part of a community dedicated to making a meaningful impact on campus and throughout the world. Looking for a student job? Please see our Student Employment site.

Comments and Inquiries

Email comments to [e-mail]. For questions or concerns regarding equal opportunity only, contact Equal Opportunity Services. Additional information for applicants can be found on the Human Resources web page: Applying for Employment. For more job information, call the Human Resource Service Center at [phone], or toll-free at [phone]. UT Austin is a Tobacco-free Campus