Stewardship Associate, Cockrell School of Engineering

The University of Texas at Austin; Austin (TX); On-site; USD 55,000 - 75,000; Full time

Job summary

The University of Texas at Austin's Cockrell School of Engineering seeks a Stewardship Associate to support donor stewardship, events, and writing across the Dean's development team. This role requires coordinating events, managing donor relationships, and ensuring professional guest experiences.

Regular duties include planning stewardship calendars, on-site event support, CRM updates, and collaboration with campus partners. Evening and weekend work may be required to support signature events.

Qualifications

• Bachelor's degree and one year of administration, development, or related experience.
• Experience planning, coordinating, and executing events.
• Experience assisting with fundraising programs or complex administrative functions.
• Experience working with confidential information and with a diverse environment.

Responsibilities

• Coordinate logistics for donor stewardship and recognition events, including venue selection, catering, vendor management, invitations, RSVP tracking, and on-site event support.
• Support the Dean's stewardship calendar with Development Officers for staff staff visits and appreciation events.
• Maintain event budgets and process related payment documents, vendor invoices, and Procard/CitiBank transactions.
• Manage guest lists, seating, and attendee tracking; update CRM with donor/guest information.
• Coordinate with campus partners and vendors to secure space, AV, security, parking, and other needs.
• Assist with signature stewardship events, donor society celebrations, and endowment recognition events.
• Provide on-site support, including setup, registration, and breakdown; evenings/weekends as needed.
• Liaise with vendors and campus partners to ensure approvals via Official Occasion Forms in advance.

Skills

Event planning

Fundraising experience

Confidential information handling

MS Office

Adobe Creative Suite

Organizational skills

Verbal and written communication

Teamwork

Education

Bachelor's degree

Event management or related field degree

Tools

VIP donor database

Event registration platforms

Job description

Job Posting Title

Stewardship Associate, Cockrell School of Engineering

Hiring Department

Cockrell School of Engineering

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

As a top-10 engineering school with the No. 1 program in Texas, the Cockrell School of Engineering at The University of Texas at Austin has been a global leader in technology innovation and engineering education for over a century. With 11 undergraduate and 13 graduate programs, over 20 research centers and a faculty community that boasts one of the highest number of National Academy of Engineering members among U.S. universities, Texas Engineering has launched some of the nation's most accomplished leaders and pioneered world-changing solutions in virtually every industry, from space exploration to energy to health care. Situated in the heart of Austin - named "America's Coolest City" by Expedia and "The Best Place to Live in the U.S." by U.S. News and World Report - the Cockrell School embodies the city's innovative spirit. Major companies with Austin campuses, such as Dell, National Instruments, Apple, IBM, Samsung, Google and many others, continue to recruit Cockrell School students at a remarkable rate, launching thousands of successful careers and developing Texas Engineers into industry leaders.

Purpose

The Stewardship Associate serve as a member of the Cockrell School's Development and Alumni Relations team, supporting the Stewardship, Events, and Writing (STEW CREW) team with a focus on donor stewardship activities and the planning and execution of stewardship and donor recognition events for the Dean's development team and the Cockrell School. Regular support for events throughout the year, including evenings and weekends as needed.

Responsibilities

• Coordinate logistics for donor stewardship and recognition events, including venue selection, catering, vendor management, invitations, RSVP tracking, and on-site event support for functions such as donor dinners, recognition ceremonies, and campaign events. Support the planning and execution of the Dean's stewardship calendar, working with Development Officers to schedule and staff stewardship touchpoints, donor visits, and appreciation events throughout the year.
• This position reports to the director of stewardship and strategic events.
• Maintain event budgets and process related payment documents, vendor invoices, and Procard/Citibank transactions; ensure all events are properly documented and approved through Official Occasion Forms prior to execution.
• Manage guest lists, seating arrangements, and attendee tracking for stewardship and recognition events, ensuring accurate and up-to-date donor and guest information. Will require updates into CRM system used by all frontline gift officers, stewardship teams and industry relations teams.
• Coordinate with campus partners, vendors, and University offices to secure event space, AV, security, parking, and other logistical needs for stewardship events.
• Assist with the planning and execution of signature stewardship events, including donor society celebrations, scholarship luncheons, and endowment recognition events, ensuring a smooth and professional guest experience.
• Provide on-site event support, including setup, registration, and breakdown, and be available for evenings and weekends as needed to support event execution.
• Serve as the primary point of contact for vendors and campus partners on stewardship events, ensuring all products, vendors, agreements, and Official Occasion Forms are approved well in advance of each event.
• Other functions as assigned.

Required Qualifications

• Bachelor's Degree and one year of experience in administration, development, or related fields.
• Experience planning, coordinating, and executing events.
• Experience assisting with fundraising programs or performing complex administrative functions.
• Experience working with confidential information.
• High degree of proficiency in computer applications, including Microsoft Office and Adobe Creative Suite.
• Excellent organizational skills with attention to detail.
• Excellent verbal, written, and interpersonal communication skills.
• Ability to interface effectively with a wide variety of personnel.
• Experience working in a diverse environment, maintaining customer focus, and implementing continuous quality improvements.
• Must be able to work well under pressure and adhere to deadlines, work independently without day-to-day supervision.
• Demonstrated ability to work effectively in a team-oriented environment.
• Must be able to exercise a high degree of initiative and judgment.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Bachelor's degree in event management, hospitality, communications, or a related field.
• Working knowledge of UT Austin's policies and procedures.
• Experience with donor database systems (e.g., VIP) and event registration platforms.
• More than two years of experience planning and executing donor or special events, preferably in a higher education or nonprofit setting.

Salary Range

$55,000 + depending on qualifications

Working Conditions

• May work around standard office conditions.
• Repetitive use of a keyboard at a workstation.
• Occasional evening and weekend work may be required for events or during peak periods.

Work Shift

• Standard work schedule is Monday - Friday, 8:00 a.m. - 5:00 p.m.
• Periodic work outside of normal business hours, to include evenings and weekends, 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.

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 Reporting. 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.