Senior Events Coordinator

Job Posting Title:

Senior Events Coordinator

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Hiring Department:

Biomedical Engineering

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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:

Purpose

To provide advanced coordination, planning, execution, and implementation of events and promotional activities in the Department of Biomedical Engineering in the Cockrell School of Engineering.

Responsibilities

Event Coordination

• Coordinates events for the department including, but not limited to, the departmental seminar series, the annual Biomedical Engineering Society (BMES) conference booth and reception, External Advisory Committee meetings, graduate student recruiting, faculty recruiting, alumni engagement events, academic advising office events, and other ad hoc events related to the department or hosted by department faculty.

• Completes all tasks required to plan and execute events, including but not limited to coordinating planning with associated faculty and staff members, securing facilities and event parking; menu selection and catering coordination; participation in the development of guest lists; coordinating and extending invitations; negotiating and securing hotel and restaurant contracts; preparing run of shows; and ensuring audio/visual needs are met.

• Attends and oversees the logistics of department events to ensure everything runs smoothly and participant needs are met, representing the department with a high level of professionalism and decorum.

Communication

• Serves as point of contact for events.

• Manages a MailChimp account for event promotion.

• Corresponds with internal and external guests with a high level of professionalism.

• Coordinates and communicates meeting schedules and guest itineraries.

Administrative Support

• Works closely with the departmental seminar series committee chair and committee to support the departmental seminar series.

• Oversees financial management for department events, including monitoring event budgets. Ensures expenses align with allocated funding. Ensures purchases and contracts are managed in accordance with university policy.

• Arranges or advises on event related travel and lodging for department staff, faculty, and guests in accordance with university and Cockrell School of Engineering policy and procedures.

• Process payments and travel and entertainment reimbursements according to University and Cockrell School of Engineering policy and procedures.

• Purchases and coordinates shipping of promotional materials and supplies.

• Manages department room reservation system.

Additional duties as required.

Required Qualifications

• Bachelors degree and five years experience coordinating events or handling complex logistics for an organization.

• High degree of proficiency in computer applications, including Microsoft Office, Adobe, Zoom, Teams, DocuSign.

• Excellent verbal, written, and interpersonal communication skills.

• Strong organizational skills and attention to detail.

• Must be able to work well under pressure and meet overlapping deadlines.

• Demonstrated ability to pivot between independent and collaborative work environments.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• More than five years of direct or translatable experience.

• Working knowledge of UT-Austin policy and process for payment vouchers (entertainment, travel, vendor invoices, speaker honorariums), vendor setup, preparing business contracts, travel/transportation, hotel accommodations.

• Demonstrated experience developing and implementing standards and process improvement.

• Experience with social media platforms (Facebook, Twitter, LinkedIn, Instagram, etc.).

Salary Range

$54,000 + depending on qualifications

Working Conditions

• Opportunity to accommodate a flexible work schedule with a minimum of 3 days on site.

• Occasional evening or weekend hours may be required based on events.

• Work around standard office conditions

• Occasional driving of campus vehicle.

Required Materials

• Resume/CV

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

• Letter of interest

Importantfor 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 thatALLRequired 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 questionspresented 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.

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