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Lead Events Specialist

2 months ago

Austin, Texas, United States University of Texas at Austin Full time

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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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

Objective

The role involves providing expert coordination, planning, execution, and management of events and promotional initiatives within the Department of Biomedical Engineering at the Cockrell School of Engineering.

Key Responsibilities

Event Coordination

  • Organizes departmental events, including the seminar series, annual Biomedical Engineering Society (BMES) conference booth and reception, External Advisory Committee meetings, graduate and faculty recruitment events, alumni engagement activities, academic advising events, and other special events hosted by department faculty.
  • Completes all necessary tasks for event planning and execution, such as collaborating with faculty and staff, securing venues and parking, selecting menus and coordinating catering, developing guest lists, sending invitations, negotiating contracts with hotels and restaurants, preparing event schedules, and ensuring audio/visual requirements are fulfilled.
  • Attends and supervises department events to guarantee smooth operations and address participant needs, representing the department with professionalism.

Communication

  • Acts as the primary contact for event-related inquiries.
  • Manages a MailChimp account for event marketing.
  • Engages with internal and external guests professionally.
  • Coordinates meeting schedules and guest itineraries.

Administrative Support

  • Collaborates with the seminar series committee chair to support the seminar series.
  • Oversees financial management for events, ensuring budget compliance and alignment with funding.
  • Arranges travel and lodging for department staff, faculty, and guests according to university policies.
  • Processes payments and reimbursements in accordance with university guidelines.
  • Purchases and manages shipping of promotional materials and supplies.
  • Oversees the department's room reservation system.

Additional duties as required.

Required Qualifications
  • Bachelor's degree and five years of experience in event coordination or managing complex logistics.
  • Proficient in computer applications, including Microsoft Office, Adobe, Zoom, Teams, and DocuSign.
  • Exceptional verbal, written, and interpersonal communication skills.
  • Strong organizational skills and attention to detail.
  • Ability to work effectively under pressure and manage multiple deadlines.
  • Proven ability to work independently and collaboratively.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications
  • Over five years of relevant experience.
  • Familiarity with university policies regarding payment vouchers, vendor setup, and business contracts.
  • Experience in developing and implementing process improvements.
  • Knowledge of social media platforms.
Salary Range

$54,000 + depending on qualifications.

Working Conditions
  • Flexible work schedule with a minimum of 3 days on-site.
  • Occasional evening or weekend hours may be required based on events.
  • Standard office conditions.
  • Occasional driving of campus vehicles.
Required Materials
  • Resume/CV
  • 3 work references with 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 into 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 uses 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 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 as 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 to 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.