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Events Program Coordinator

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University of Texas at Austin

23d ago

  • Job
    Full-time
    Mid Level
  • Hospitality & Retail
  • Austin
  • Quick Apply

AI generated summary

  • You need a bachelor’s degree, 3 years of event coordination experience, strong communication, organizational skills, teamwork, problem-solving, and proficiency in MS Office.
  • You will plan and execute events, manage logistics and budgets, liaise with stakeholders, develop marketing strategies, and ensure high standards of service and professionalism.

Requirements

  • Bachelor’s degree.
  • Minimum of three years of experience coordinating a wide range of events or performing complex administrative functions.
  • Excellent interpersonal, verbal, and written communication skills.
  • Exceptional organizational skills and attention to detail.
  • Strong decision-making, initiative, and critical thinking skills.
  • Commitment to delivering exceptional customer service.
  • Proven ability to prioritize tasks, manage multiple projects simultaneously, solve problems, and meet deadlines.
  • Ability to maintain professionalism and composure in stressful situations.
  • Ability to work independently and also be a strong collaborative team member.
  • Proficiency with MS Outlook, MS Excel, and MS Word.

Responsibilities

  • Lead the planning, coordination, and execution of a diverse range of events for the Dean's Office, ensuring smooth operations and a high standard of production. These events may include academic, ceremonial, social, and reputational functions, with attendance ranging from small gatherings to large-scale events (20 – 1,000 participants). Event types include graduation and awards ceremonies; conferences and symposiums; dinners for visiting speakers and VIPs; exhibitions, and more. Provide support for with Development Office activities, as needed, including advisory council meetings and functions and donor and alumni programs.
  • Collaborate with SOA leadership, communications and technology teams, university business units, and external event partners to ensure alignment on event objectives.
  • Liaise with internal service providers, external vendors, and key stakeholders (faculty, staff, students, alumni) to ensure seamless execution both on-site and off-campus.
  • Lead pre-event strategy sessions and conduct post-event evaluations to assess event outcomes and identify opportunities for improvement.
  • Act as the primary representative of the school for SOA-hosted events, and as a liaison to firms and individuals who host events on behalf of the SOA.
  • Develop, document, and implement event planning best practices, ensuring consistency and alignment with the school’s mission and strategic goals.
  • Spearhead the development of event marketing strategies, including publicity efforts, content creation, media relations, event calendars, and photography. Ensure consistent messaging and visibility for all events.
  • Create and manage event budgets, providing strategic recommendations for cost-effective resource allocation and optimization.
  • Prepare comprehensive reports, summarizing event execution, budget expenditures, and guest feedback, with actionable recommendations for future event planning.
  • Oversee all aspects of event logistics, ensuring a seamless experience for guests, from planning through to post-event wrap-up.
  • Ensure high standards of professionalism, attention to detail, hospitality, and exceptional customer service.
  • Coordinate event logistics, including venue selection, vendor management, guest lists, invitations, parking, lodging, accommodations, and event goals.
  • Collaborate with the SOA business office to process necessary event forms, purchase requests, payments, and contracts as required by university policy.
  • Develop and manage comprehensive event agendas to ensure smooth execution and seamless guest experience.
  • Oversee room setup and break downs, audio-visual requirements, and maintain inventory of event supplies (e.g., tables, linens, drinks).
  • Recruit, train, and manage event volunteers and staff across the school to ensure adequate support and successful event delivery.
  • Perform other related responsibilities as assigned.

FAQs

Do we support remote work?

This position is expected to work on-site at the School of Architecture, with limited opportunities for flexible work arrangements.

What are the typical working hours for this role?

The position requires a commitment of 40 hours per week.

Is this position eligible for benefits?

Yes, this position offers an outstanding benefits package, including health benefits, retirement plans, paid vacation, and more.

What qualifications are required for this role?

A Bachelor's degree and a minimum of three years of experience coordinating a wide range of events or performing complex administrative functions are required.

What skills are essential for the Events Program Coordinator role?

Excellent interpersonal, verbal, and written communication skills, exceptional organizational skills, strong decision-making, and a commitment to delivering exceptional customer service are essential.

How often will I need to work evenings or weekends?

Additional hours and/or weekend work may be required for event execution.

What is the salary range for this position?

The salary range begins at $50,000, depending on qualifications.

Are there any specific materials required for the application?

Yes, candidates must submit a resume/CV, a letter of interest, three work references, and two writing samples (a thank you letter and an event invitation email).

Will I need to travel for this position?

Occasional travel to off-campus venues in the Austin area, as well as out of town and out of state, may be required for event execution.

Is the position open to all applicants?

Yes, the position is open to all applicants.

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University of Texas at Austin

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Mission & Purpose

The University of Texas at Austin is one of the largest public universities in the United States. Founded in 1883, the University has grown from a single building, eight teachers, two departments and 221 students to a 350-acre main campus with 21,000 faculty and staff, 16 colleges and schools and more than 50,000 students.