Events Coordinator

Job Posting Title:

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Hiring Department:

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Position Open To:

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Weekly Scheduled Hours:

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FLSA Status:

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Earliest Start Date:

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Position Duration:

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Location:

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Job Details:

Purpose

To plan, organize, and coordinate events from initial preparation through completion. The position ensures that logistics, scheduling, vendors, communications, budgets, and event details are managed efficiently and effectively. The Event Coordinator works closely with internal teams and external partners to ensure events run smoothly and provide a positive experience for attendees.

Responsibilities

• Coordinate, organize, and facilitate all aspects of events including contracts and purchase orders with hotels and consultants, materials and supplies purchasing, all related travel arrangements and reimbursements, and final payments to fulfill grant and contract requirements
• Transactional support for grant managers across all research grants.
• Other duties as assigned.

Required Qualifications

At least one year's experience as the Administrative Assistant level with a Bachelor's Degree or five years of clerical experience with a High School Diploma.

Experience managing event logistics, including venues, catering, vendors, room setup, schedules, equipment, and materials. Experience coordinating with internal departments, external vendors, and event participants. Experience managing budgets, purchase orders, invoices, and event-related expenses. Strong organizational and time-management skills, with the ability to manage multiple events or projects simultaneously. Experience with event registration, invitations, communications, and attendee support. Proficiency with Microsoft Office, spreadsheets, calendars, and other event-management or scheduling systems. Ability to troubleshoot issues and make timely decisions during events. Experience preparing event timelines, checklists, reports, and post-event evaluations. Excellent written and verbal communication and customer-service skills.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Knowledge of internal UT systems: DEFINE, FRMS, Contracts+, Point Plus

Salary Range

$50,000 + depending on qualifications

Working Conditions

• Typical office environment

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensurethat ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the applicationquestions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

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Retirement Plan Eligibility:

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as anequal 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.

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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.

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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 originaldocuments 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.

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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]

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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 inHOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You mayaccess the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.