Events Program Coordinator

3 weeks ago

Austin, United States University of Texas at Austin Full time

Job Posting Title:
Events Program Coordinator - Steve Hicks School of Social Work Office of Professional Development
- Hiring Department:
School of Social Work
- Position Open To:
All Applicants
- Weekly Scheduled Hours:
40
- FLSA Status:
Exempt
- Earliest Start Date:
Jul 01, 2024
- Position Duration:
Expected to Continue
- **Location**:
UT MAIN CAMPUS
- Job Details:
General Notes

About UT Austin: The University of Texas at Austin, founded in 1883, ranks among the 40 best universities in the world with top national programs across 18 colleges and schools. The university is an enduring symbol of the spirit of Texas, driving economic and social progress while serving the city, state, nation and world as a leading center of knowledge and creativity. Our work is inspired by the bold spirit of Texas and our commitment to its people.

The Steve Hicks School of Social Work, ranked among the top 10 programs of social work education in the country, values high-level scholarship, innovative teaching and commitment to service. Our mission is to promote social and economic justice, alleviate critical social problems and enhance human well-being.

Learn more about UT Austin’s mission and values, leadership and strategic plan.

Purpose

The Events Program Coordinator will assist with planning, developing, and facilitating large meetings, events, and conferences for the Steve Hicks School of Social Work Office of Professional Development.

This position is funded by contracts and is contingent on contract renewal. It is expected to be renewed beyond 12/31/25.

**Responsibilities**:

- Assists in coordinating with planning groups, speakers as well as hotels and other required vendors with conference and event facilitation. Coordinates with Senior Administrative Program Coordinator and planning committees to plan and coordinate events. Attends planning meetings for conferences and events. Coordinates with speakers to confirm participation, and issue speaker agreements, purchase orders and requests for travel authorization (RTAs). Coordinates with hotels on catering, room set up, and other onsite arrangements. Coordinates with required vendors to finalize orders and billing.
- Participates in coordination of virtual events and manages onsite registration and logistics for live events. Proactively handles arising issues and troubleshoots emerging problems in coordination with Senior Administrative Program Coordinator and planning team on event days.
- Tracks budgets, assists with billing, and coordinates reimbursements for speakers and other outside consultants and participants. Prepares financial reports and billing for state contracts. Manages speaker and staff travel and reimbursement including sponsor coordination and billing.
- Prepares reports and identifies future improvements for events. Develops and coordinates communications and promotions for the event. Works with team, within specific timeframes, to set up collection of evaluation data and analysis of that data. Maintains records, files, statistics, and databases relating to conferences and events.
- Provides support to Senior Administrative Program Coordinator of the Office of Professional Development. Carries out special projects and other duties as assigned.

Required Qualifications
- Bachelor’s Degree in a field related to the work to be performed.
- Experience coordinating or administering programs and/or events.
- Demonstrated ability to effectively manage multiple projects.
- Experience with customer service, and strong ability to communicate effectively and professionally, both orally and in writing.
- Relevant education and experience may be substituted as appropriate.

Preferred Qualifications
- Five years of clerical experience, including two years of experience as an events coordinator.
- Familiarity with Adobe Creative Cloud. Experience in developing and proofreading marketing materials for events.
- Demonstrated ability to work as part of a team, strong organizational, time management and project management skills. Detail oriented.
- Applicants should have strong technical, organizational, and data management skills, and the ability to communicate effectively with central university and the University of Texas Graduate School regarding university protocols, policies, and admissions systems.

Salary Range

$50,000 (+depending on qualifications)

Working Conditions
- Standard office environment and conditions with the option of a flexible work arrangement at the discretion of the supervisor.
- Some travel may be required.

Required Materials
- Resume/CV
- 3 work references with their contact information; at least one reference should be from a supervisor
- Letter of interest
- Employment Eligibility:

- Retirement Plan Eligibility:

- Background Checks:
A criminal history background check will be required for finalist(s) under consideration for this position.
- Equal Opportunity Employer:
The University of Texas at Austin, as an

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