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Coordinator, University Events
1 month ago
Job Posting Title: Coordinator, University Events ---- Hiring Department: University Development Office ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 35 ---- FLSA Status: Exempt ---- Earliest Start Date: Aug 12, 2024 ---- Position Duration: Expected to Continue ---- Location: UT MAIN CAMPUS ---- Job Details: About The University of Texas at Austin What starts here changes the world. The University of Texas at Austin, founded in 1883, ranks among the 40 best universities in the world with top national programs across 19 colleges and schools. By creating educational opportunities for all and leading cutting-edge research at scale, the University fosters positive social change, technological advancement, and economic progress showing the world that change really does start here. Following our 10-year strategic plan, UT will become the world's highest-impact public research university, unleashing knowledge, opportunity and innovation from the heart of Texas. Learn more about UT's mission and values, leadership and Change Starts Here strategic plan. Why Join Texas Development? The University of Texas at Austin is on the front lines of the future: sparking the imagination, driving discovery and transforming lives. And it's only possible because generous supporters believe in the power and promise of our state's flagship university to change the world. Together, through one of the largest fundraising efforts in our state's history, we will support our people, amplify the unmatched potential of our place, and lead innovation through world-changing pursuits. With more than $5 billion raised over the past six years, Texas Development is quickly becoming one of the best fundraising programs in higher education. Texas Development is a dynamic community of 500+ fundraising professionals across the Forty Acres. We strive to reach the highest levels of achievement and success in all that we do by creating meaningful and powerful experiences for our donors. Join us and change the world. Purpose Reporting to the Senior Director of University Events, this position will assist in the production of well executed, creative and sophisticated events of the highest quality on the Events team with University Events and Experience (UEE). UEE provides in-depth event support for multiple inter-departmental and external campus events. This position will work in a fast-paced, collaborative and dynamic work environment, with simultaneous and overlapping event workloads and schedules. Responsibilities Facilitate logistics of event production and program meetings including scheduling, set-up and strike of events, preparing meeting materials (presentation decks, agendas, supporting documents, budgets, etc.), communications, arrangements, minutes and other forms of meeting documentation. Maintaining event files, historical reference materials (past event photos, final budgets), notebooks and additional logistical details (event safety, load-in and strike) for process review and refinement. Provide on-site verification of timely execution of production schedule details, safety (Fire, Medical, Security) and load-in activities that require coordination with multiple work groups including campus service providers, accounting and external vendors, in production preparations and adherence to safety protocols. Establish and maintain effective working relationships and avenues of communication with office colleagues, university services personnel, external vendors, student organizations, college, school and unit representatives and others associated with the office. Provide day-to-day logistical planning and coordination of general production duties for university events including maintaining production schedules, budget updates, PO tracking, final invoice reconciliation, space reservations, parking and transportation requests, permit requests, and work orders, ordering event supplies, organizing inventory, distribution and storage of event materials, and participating in the evaluation of ongoing events. Provide coordination of assigned event elements (design support, research of welcome gifts/specialty items/swag) and general office support as assigned. Other duties as assigned. Required Qualifications Bachelor's degree. Proficiency in MS office suite (Outlook, Word, Excel, PowerPoint). Ability to manage multiple tasks, independently make critical decisions, engage in effective communication, take initiative, and problem solve with an above average attention to detail and accuracy. Preferred Qualifications Previous UT experience. 5 years of student centric event experience, with 3 years of project management. Event management experience supporting multiple large events. Salary Range $55,000 (based on 35 hour per week) Working Conditions Standard office environment Work long hours intermittently Requires some travel Must be available to work early morning, late night, weekend and some holidays. Benefits The University provides a competitive benefits package that includes insurance and retirement benefits in addition to other programs and services. Texas Development supports growth by offering professional development opportunities that help every team member accomplish their goals, enrich their skillset and deepen their engagement with UT. Required Materials Applications must include: Resume/CV Letter of interest Three work references with contact information; at least one reference should be from a supervisor 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. ---- 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. ---- 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. ---- 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 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. ---- 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. ---- 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. ---- 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] ---- 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.
