Events Program Coordinator Michener Center

2 weeks ago

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

Job Summary:

The University of Texas at Austin is seeking a highly skilled and organized Events Program Coordinator to join the Michener Center for Writers team. As a key member of the team, you will be responsible for coordinating events, planning and executing promotional activities, and ensuring that all events run smoothly and align with the MCW mission.

Responsibilities:

  • Coordinate events for the department, including the departmental public reading series, student + author Q&A events, annual welcome reception, annual agents and editors week, Advisory Committee meetings, fellow mixers, staff and alumni engagement events, annual graduation dinner, open house and reading events, and other ad hoc events hosted by the department.
  • Assist with co-sponsored events as needed.
  • Complete all tasks required to plan and execute events, including coordinating planning with associated staff and co-sponsor staff members, securing facilities and event parking, and ensuring audio/visual needs are met.
  • Process all necessary event forms, purchase requests, payments, and contracts to ensure prompt payment for services.
  • Communicate and coordinate with vendors on vendor guidelines, arrival, load-in, and load-out procedures for all events.
  • Attend and oversee 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.
  • Serve as point-of-contact for events.
  • Responsible for MCW website upkeep and content.
  • Responsible for event promotion through email lists, social media accounts, and MCW website and posters.
  • Provide graphic design for posters, emails, and other media and create advertisements for social media and online and print magazines.
  • Track alumni publications, awards, and news to add to website and collect for Alumni Newsletter.
  • Maintain Alumni email distributions lists for jobs, events, and newsletter.
  • Design content and distribute alumni newsletter.
  • Coordinate communications regarding event logistics and help participants, speakers, and vendors complete required forms and paperwork.

Requirements:

  • BA 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, Canvas, Zoom, Teams, DocuSign, Mailchimp or similar mailing list platform.
  • Working knowledge of UT-Austin policy and process for payment vouchers.
  • Demonstrated experience developing and implementing standards and process improvement.
  • Marketing experience, with social media platforms, print and online ads, and mailing lists.

Additional Information:

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.

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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