Program Manager for Events

University of Texas at Austin

20d ago

Job
Full-time
Mid Level
Customer Relations
Business, Operations & Strategy
Austin
Quick Apply

AI generated summary

You need a bachelor's degree, 3 years in event coordination, experience in logistics, budgeting, and communication skills to manage speakers, staff, and vendors effectively.
You will plan and execute events, manage logistics and budgets, coordinate marketing and podcasts, supervise staff, and foster collaborations to enhance program visibility and student involvement.

Requirements

* Bachelor's degree.
* Three years of applicable experience in event coordination.
* Experience managing event logistics such as venue selection, catering, AV setup, and guest accommodations.
* Ability to develop event timelines, budgets, and contingency plans.
* Ability to draft event programs, agendas, and post-event reports.
* Strong written and verbal communication skills for coordinating with speakers, staff, and vendors.
* Professional demeanor.

Responsibilities

Guest Speaker Series and Conferences: Plans and executes approximately 20–25 speaker events per semester. Collaborates with Center leadership to develop a schedule of events for the academic year, including stand-alone speaker events and conferences. Serves as the primary contact for all events, manages logistics, communications, expenses, advertising, and overall guest experience. Identifies and books venues, negotiates contracts, coordinates catering, and submits relevant work orders. Oversees event setup, coordinates audio-visual support and photography (either in-house or with third-party vendors), manages event marketing and registration, and supervises volunteers and student workers. Handle all aspects of speaker engagement, including travel arrangements, accommodations, itineraries, ground transportation, and additional activities (e.g., small dinners or student programming sessions). Provide logistical and staff support for co-sponsored conferences and events. Assists the Student Programs team with select events and attends relevant programs to promote event initiatives.
Special Event Management: Leads planning and execution of the 5-day Summer Seminar in History and Statecraft in Colorado. Under leadership guidance, develops the seminar agenda, session schedules, invites speakers, and organizes course materials (e.g., readings, printed materials, gift bags). Collaborates with leadership to select student participants and manage pre-seminar logistics, travel, and outreach. Oversees venue logistics, off-site events, and special dinners. Coordinates graphic design and promotion of student applications with the Communications Coordinator. Manages social media promotion, podcast recordings, and photography during the seminar. Responsible for budgeting and processing related expenses.
Marketing: Collaborates with communications staff to develop and implement a comprehensive digital marketing strategy, ensuring effective promotion of all Clements Center-led and co-sponsored events across social media platforms. Gather and provide event and speaker information to support content creation efforts, while coordinating with event co-sponsors to integrate branding, logos, and promotional strategies for maximum visibility and engagement.
Podcast Management: Coordinates event recordings for assigned programs and provides editing notes. Organizes and records roundtable discussions, ensuring timely submission for podcast content. Liaises with the Texas National Security Review (TNSR) editor to coordinate publication of podcasts. Ensure Audio/Visual Release forms are on file for all recordings.
Leadership: Supports the Senior Manager in supervising a team of four or more employees. Collaborates with team members on event planning and promotions while providing mentorship and training to junior staff members across teams. Builds relationships with campus departments, centers, and key stakeholders to enhance the Center’s visibility and engagement, while fostering student involvement in Clements Center programming.
Financial Management: Develops and maintains budgets and tracks expenses for assigned programs. Manages related financial processes, including timely submission of purchase and payment requests, creation of travel authorization requests, and reconciliation of assigned procurement and travel credit cards. Works with staff accountant to ensure purchases comply University policy and procedures. Provides regular updates on program expenses.

FAQs

What is the work schedule for the Program Manager for Events position?

The position requires a weekly scheduled hours of 40.

Is this position eligible for benefits?

Yes, this is a full-time benefits eligible position.

What qualifications do I need to apply for this position?

A Bachelor's degree and three years of applicable experience in event coordination are required.

Are there any preferred qualifications for applicants?

Yes, preferred qualifications include more than three years of experience coordinating events, experience with high-profile guests, and familiarity with audio recording equipment.

Will I need to work evenings or weekends?

Yes, some nights and weekends are required for special events.

Is this position remote or in-person?

The position is based in Austin, TX and is not eligible for remote work.

Will there be travel involved in this position?

Yes, occasional travel is required for events, including 1-2 weeks in summer.

What materials do I need to submit with my application?

You will need to submit a resume/CV, a letter of interest, and three work references with contact information.

Does this position require a background check?

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

Is there any specific experience that will be considered a plus?

Yes, professional experience in a university setting and a background or interest in history and national security policy are considered a plus.

What is the salary range for this position?

The salary range is $75,000 and above, depending on qualifications.

University of Texas at Austin

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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.