Special Events Coordinator

The University of Texas at Arlington; Arlington (TX); On-site; USD 45,000 - 63,000; Full time

Job summary

The University of Texas at Arlington is seeking a Special Events Coordinator to plan, organize, and execute a variety of events in support of the department and college.

You will provide administrative, operational, and communications support to ensure successful delivery of events that engage students, faculty, staff, alumni, and community partners, while maintaining attention to detail and timelines.

Qualifications

• Bachelor’s degree in business administration, hospitality, or related field with 2+ years in event planning or admin support.
• Experience coordinating campus events and managing vendors is preferred.
• Strong written and verbal communication skills.

Responsibilities

• Plan, organize, and execute special events and programs.
• Coordinate campus-wide events (orientations, commencements, conferences, donor events, celebrations).
• Manage logistics including scheduling, catering, setup, and vendor coordination.
• Provide administrative and operational support.
• Support offices: travel, reimbursements, room reservations, and document processing.

Skills

Event planning

Administrative support

Communication

Time management

Education

Bachelor’s degree

Tools

Microsoft Office

Job description

Salary

The annual salary for this position ranges from $45,400 to $62,600. The final offer will be commensurate with the candidate’s relevant experience and qualifications.

Salary

The annual salary for this position ranges from $45,400 to $62,600. The final offer will be commensurate with the candidate’s relevant experience and qualifications.

Documents Needed to Apply

Required

• Resume
• Cover letter
• References (minimum of three)

Purpose of Position

The Special Events Coordinator plans, organizes, and executes a variety of events, programs, and activities in support of the department or college. This position provides administrative, operational, and communication support to ensure the successful delivery of events that advance departmental goals and strengthen engagement with students, faculty, staff, alumni, and community partners.

Essential Functions

• Plan, organize, and execute special events and programs.
• Coordinates and implements departmental, college, or school-wide events such as orientations, commencements, conferences, receptions, donor and alumni events, and celebrations.
• Ensures all logistical details including scheduling, catering, setup, and vendor coordination are managed effectively.
• Provide administrative and operational support.
• Assists with general office operations, including purchasing, travel arrangements, reimbursements, room reservations, and document processing.
• Maintains records, forms, and reports related to event and office operations.
• Manage communication, marketing, and promotional efforts.
• Prepares and distributes promotional materials, digital content, and event communications.
• Coordinates postings on websites, newsletters, and social media platforms to promote events and college initiatives.
• Support leadership and departmental initiatives.
• Assists deans, directors, or administrative supervisors with projects, calendars, meetings, and event-related tasks.
• Provides input on planning, evaluation, and continuous improvement of event and program activities.
• Community and campus engagement.
• Develops and sustains relationships with faculty, staff, students, and external partners.
• Coordinates community outreach and engagement activities to strengthen university and departmental connections.
• Performs other duties as assigned.

Required Qualifications

• Bachelor’s degree in business administration, hospitality, or a related degree and a minimum of two (2) years of experience in event planning and administrative support in a university or academic setting; or six (6) years of an equivalent combination of education and experience.

Preferred Qualifications

• Bachelor’s degree in communications, marketing, or event management and four (4) years of related experience, preferably in a higher education setting or eight (8) years of an equivalent combination of education and experience.

Knowledge, Skills & Abilities

• Strong organizational and time management skills.
• Effective written and verbal communication.
• Ability to plan and coordinate multiple event.
• Proficiency in Microsoft Office and standard office systems.
• Ability to work independently and collaboratively in a fast-paced environment.

Work Schedule

• Monday through Friday; 8:00am through 5:00pm.
• Requires occasional evening or weekend hours.

Working Conditions

• Repetitive use of a keyboard at a workstation.
• Lifting and moving objects.
• Uses standard office equipment.

Benefits Information

Position is benefit eligible: Yes

We are proud to offer a comprehensive benefits package to our employees at the University.

https://www.uta.edu/hr/employee-benefits

PreEmployment Background Check

It is the policy of The University of Texas at Arlington to conduct a pre employment background check on any applicant who is under final consideration for employment with the University.

This position may have access to critical infrastructure as defined by Section 113.001(2) of the Texas Business and Commerce Code. If so, to be hired for and continue to be employed in this position you must maintain the security or integrity of the infrastructure as set forth in Texas Executive Order GA 48. By assuming this position, and if you have access to critical infrastructure, you authorize the University to conduct routine background checks.

University Information

The University of Texas at Arlington (UTA) is located in the heart of the Dallas-Fort Worth-Arlington metroplex, a vibrant and diverse metropolitan area that is home to over 7 million people, one of the fastest-growing tech economies in the United States, and a wide array of arts, entertainment, and cultural activities. As a comprehensive teaching, research, and public service institution, UTA is dedicated to the advancement of knowledge through scholarship and creative work. With an enrollment of more than 42,000 students, UTA is the second largest in the University of Texas System. As a result of its combination of rigorous academics and innovative research, UTA is designated as a Carnegie R-1 “Very High Research Activity” institution and nationally recognized for its commitment to student success and service. It ranks No. 5 in Military Times’ “Best for Vets: Colleges” and is the top university in North Texas for its graduates’ salaries (The Wall Street Journal). UTA is designated as both a Hispanic-Serving Institution and an Asian American and Native American Pacific Islander-Serving Institution and is No. 6 for undergraduate ethnic diversity in the United States (U.S. News & World Report, 2023). With a global alumni network of approximately 280,000 – including leaders at many of the 24 Fortune 500 companies headquartered in North Texas – UTA contributes an estimated $29 billion annually to the Texas economy.

UTA is expanding its regional footprint by building a regional campus, called UTA West, in Parker County on the far west side of Fort Worth. It is scheduled to open in fall 2028. This initiative aligns with the university’s strategic growth and commitment to serving the broader community.

This is an exciting time to join UTA and contribute to its bold vision for the future.

EEO Statement

It is the policy of The University of Texas at Arlington (UTA or The University) to provide an educational and working environment that provides equal opportunity to all members of the University community. In accordance with federal and state law, the University prohibits unlawful discrimination, including harassment, on the basis of race, color, national origin, religion, age, sex, sexual orientation, pregnancy, disability, genetic information, and/or veteran status. The University also prohibits discrimination on the basis of gender identity, and gender expression. Retaliation against persons who oppose a discriminatory practice, file a charge of discrimination, or testify for, assist in, or participate in an investigative proceeding relating to discrimination is prohibited. Constitutionally-protected expression will not be considered discrimination or harassment under this policy. It is the responsibility of all departments, employees, and students to ensure the University’s compliance with this policy.

ADA Accommodations

The University of Texas at Arlington is committed to providing reasonable accommodation to individuals with disabilities. If you require reasonable accommodation in completing this application, interviewing or otherwise participating in the employee selection process, please direct your inquiries to 817-272-5554 or email [e-mail] .