Job Posting Title:

Events Program Coordinator

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Hiring Department:

School of Architecture

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

The School of Architecture at The University of Texas at Austin—provides next-generation leadership for design and planning education. Always cognizant of our role as stewards of the built environment, we meld principle and practice to foster innovation while remaining always grounded in serving our communities.

Benefits

The University of Texas at Austin provides an outstanding benefits package to staff, including, but not limited to: 

• Competitive health benefits (Employee premiums covered at 100%; family premiums at 50%) 

• Voluntary vision, dental, life, and disability insurance options 

• Generous paid vacation, sick leave, and holidays 

• Teachers Retirement System of Texas (a defined benefit retirement plan, with employer matching funds) 

• Additional voluntary retirement programs: tax sheltered annuity 403(b) and a deferred compensation program 457(b) 

• Flexible spending account options for medical and childcare expenses 

• Robust free training access through LinkedIn Learning plus professional conference opportunities 

• Tuition assistance 

• Expansive employee discount program, including athletic tickets

• Free access to UT Austin's libraries and museums with staff ID card

• Free rides on all UT Shuttle and Austin Capital Metro buses with staff ID card 
 

Job Description

Under the leadership of the Executive Director for Development, the Events Program Coordinator will skillfully plan and execute high-level events for the School of Architecture (SOA), ensuring a quality guest experience and alignment with the school’s mission of excellence.

Responsibilities

Leadership and Coordination:

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.

Strategic Planning:

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.

Event Execution:

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.

Required Qualifications

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.

Relevant education and experience may be substituted as appropriate. 

Preferred Qualifications

More than the required amount of experience or education.

Experience within a creative sector of hospitality industry.

Demonstrated interest in architecture, design, or fine arts

Ability to maintain and advance technologically efficient office protocols and processes.

Experience working within an academic institution.

Familiarity with event management software.

General knowledge of the university and Austin area.

General knowledge of UT procedures and policy.

Must be authorized to work in the United States on a full-time basis for any employer without sponsorship.

Salary Range

$50,000+ depending on qualifications

Working Conditions

Typical office environment around standard office conditions

This position is expected to work on site at the School of Architecture but has limited opportunity for flexible work arrangements.

This position works year-round, including summers.

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

Additional hours and/or weekend work may be required.

Continuous standing and walking during events.

Work Shift

40 hours per week

Required Materials

Resume/CV

3 work references with their contact information; at least one reference should be from a supervisor

Letter of interest

Writing Sample- Please include two writing samples: a thank you letter and an event invitation email.

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, ensure that 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 application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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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.

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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.

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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 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.

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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 original documents 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) [PDF]E-Verify Poster (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 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.