Senior Coordinator of University Events & Experiences

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What starts here changes the world.

The University of Texas at Austin, founded in 1883, ranks among the best universities in the world. With 76 programs ranked in the top 10, UT Austin is the #1 public university in Texas and the #7 public university in the nation.

Like the state it calls home, The University of Texas at Austin is a bold, ambitious leader supporting more than 55,000 students, 4,750 faculty, 15,000 staff and top national programs across 18 colleges and schools. Amid the backdrop of Austin, Texas, a city recognized for its creative and entrepreneurial spirit, the University provides a place to explore countless opportunities for tomorrow's artists, scientists, athletes, doctors, entrepreneurs and engineers.

Learn more about UT's mission and values and leadership.

Why Join Texas Development?

The University of Texas at Austin is a thriving hub of learning and discovery that anchors our city and enables excellence and innovation on the highest level. And it's only possible because generous supporters believe in the power and promise of our state's flagship university to change the world. With more than $6 billion raised in the What Starts Here campaign, Texas Development is quickly becoming one of the best fundraising programs in public 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.

Follow your passion, grow your career and help us change the world.

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.

The Senior Coordinator of University Events & Experience facilitates the successful planning, execution, and close-out of university events. By building and maintaining effective relationships with colleagues, university services, external vendors, and campus partners, the Senior Coordinator ensures seamless collaboration and execution throughout all phases of event production. The role is responsible for scheduling and participating in planning meetings, managing event budgets and production schedules in real time, and maintaining meticulous organization of all event documentation. The Senior Coordinator provides hands-on logistical support, overseeing venue reservations, vendor management, transportation, security, facilities requests, staffing, entertainment bookings, and on-site execution. Additionally, the position collaborates with UEE finance to ensure accurate documentation and compliance with university standards. Through proactive coordination and attention to detail, the Senior Coordinator plays a critical role in delivering exceptional event experiences that align with the university's mission and objectives.

This position has an end date of 8/31/2027, but may be renewable based upon availability of funding, work performance, and progress toward goals. Funding is expected to continue.

• Build and maintain effective working relationships with office colleagues, University services, external vendors, student organizations, and campus partners.

• Schedule kickoff and follow-up planning meetings for assigned events with project managers. Prepare agendas for meetings with external stakeholders as needed.

• Manage event budgets and production schedules in real time, ensuring accurate, up-to-date information is maintained.

• Maintain and organize all event files ensuring all documents (estimates, BEOs, POs, contracts, invoices, OOEFs, approvals, diagrams, service requests, work orders, invitations, official communications, ROSs, final presentation slides/videos, event photos, etc.) are properly saved in designated Box folders.

• Provide coordination of assigned tasks specific to event planning for Donor Engagement and Strategic Engagement events and other events assigned.

• Independently provide proactive day-to-day logistical planning and coordination of general production duties for Donor Engagement and Strategic Engagement events including but not limited to:

  • Venue and space reservations

  • Vendor contracting and management (rentals, catering, photography, etc)

  • Parking and transportation requests

  • Security notifications and requests

  • Facilities work orders

  • Identify staffing levels and submit requests through internal processes

  • Manage on-site student volunteer and student intern support

  • Book entertainment and music performers

• Provide on-site event execution: Manage production schedule, safety coordination, load-in/setup, and strike/reset activities with campus partners and vendors, ensuring smooth execution during assigned events.

• Collaborate with UEE finance to ensure the timely procurement and payment of all outside vendors with adherence to State and University policies.

• Execute event close-out processes ensuring final versions of production schedules and budgets are completed, fully accurate, and PDF versions are saved into event folders on Box within 2 weeks of the end of the event.

• Additional duties as assigned.

• Bachelor's degree or equivalent experience in event management, hospitality, operations, or related field.

• At least two years of experience in event management, hospitality, operations, or a comparable role, preferably supporting logistics for private and large-scale events.

• Demonstrated strong organizational, interpersonal, and communication skills with the ability to manage multiple priorities discreetly and effectively.

• Proficiency in Microsoft Office Suite, calendar management, project management, and inventory management systems.

• Experience using event management and asset tracking software.

• Proven ability to exercise sound judgment and adapt in fast-paced environments.

• Detail-oriented with the capacity to manage several projects and meet tight deadlines.

• Experience coordinating logistics, site planning, and on-site supervision of third-party labor and vendors.

• Skilled in maintaining standard operating procedures (SOPs).

• Demonstrated commitment to professionalism, accountability, and providing excellent service to stakeholders.

• Ability to lift 30 pounds or more, as needed.

• Willingness and availability to work nights, weekends, and travel as required to support event operations.

• Four or more years of experience in event management, hospitality, operations, or a comparable role, preferably supporting logistics for private and large-scale events.

• Experience supporting donor engagement and strategic engagement events in a higher education setting. Proven experience in budget management, production scheduling, and real-time project coordination for complex events.

• Proficiency with Box or other cloud-based document management systems for organizing event files and records.

• Proven ability to independently manage all aspects of event logistics, including venue reservations, vendor contracting, transportation, security, facilities, entertainment bookings, and on-site execution.

• Familiarity with state and university procurement policies and procedures.

• Strong problem-solving skills and the ability to adapt to evolving event requirements.

• Experience supervising and coordinating student volunteers or interns.

$62,000+ depending on qualifications

• This position has an end date of 8/31/2027, but may be renewable based upon availability of funding, work performance, and progress toward goals. Funding is expected to continue.

• Works in standard office conditions, in a shared office environment, with repetitive use of a keyboard at a workstation

• Monday through Friday, 8:00 AM - 5:00 PM on-site work is the standard expectation for this position

• May require additional hours during peak periods and special events.

• Available for night, weekend, and travel work as needed.

• Lifting and moving up to 30 pounds.

• Regular and consistent attendance is required in this job.

• Must be eligible to work in the United States on a full-time basis for any employer without sponsorship.

• This position is based in Austin, Texas.

• 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 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:

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Retirement Plan Eligibility:

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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 and 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.