Job Posting Title:

Program Manager for Events

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Hiring Department:

Clements Center for National Security

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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

Must be eligible to work in the U.S. on a full-time basis for any employer without sponsorship. This is a full-time benefits eligible position.

Purpose

The Program Manager for Events in the Clements Center for National Security will be responsible for planning, executing, and overseeing a wide range of speaker events, conferences, and special programs. This role requires strong event management skills, logistical expertise, and the ability to coordinate with multiple stakeholders while ensuring high-quality experiences for speakers, guests, and participants.

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.

Required Qualifications

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.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

More than three years of experience coordinating events.

Experience working with high-profile guests, including academics, industry leaders, and government officials.

Strong organizational skills with the ability to manage multiple events simultaneously.

Strong diplomatic and interpersonal skills to ensure a positive experience for speakers and attendees.

Familiarity with audio recording equipment and microphone setup for event documentation.

Ability to work independently with minimal supervision, and also able to work collaboratively as part of a team.

Ability to troubleshoot and adapt quickly to unexpected issues during live events.

Comfortable working evenings and occasional weekends as required for events.

Professional experience in a university setting is a plus.

Background or interest in history and national security policy is a plus.

Experience managing a team is a plus.

Salary Range

$75,000 + depending on qualifications

Working Conditions

May work around standard office conditions.

Repetitive use of a keyboard at a workstation.

Some nights and weekends required for special events.

Occasional travel required for events, including 1-2 weeks in summer.

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

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, 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. This position has the option to elect the Optional Retirement Program (ORP) instead of TRS, subject to the position being 40 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.