Coordinator for University Events

About this role

Job Posting Title: Coordinator for University Events ---- Hiring Department: University Development Office ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Exempt from FLSA ---- Earliest Start Date: Immediately ---- Position Duration: Expected to Continue ---- Location: UT MAIN CAMPUS ---- Job Details: General Notes 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 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.

Purpose The Coordinator for University Events supports the planning and execution of a variety of university events, ensuring smooth collaboration with colleagues, campus partners, and vendors. Responsibilities include scheduling meetings, organizing budgets and event documents, handling logistics such as venue reservations, vendor management, transportation, security, facilities, staffing, entertainment, and on-site support. The coordinator works with UEE finance to maintain accurate records and compliance. Through proactive organization, this role helps deliver high-quality events that support the university’s mission.

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

• Schedule kick-off, planning and post-event meetings as assigned; prepare agendas for meetings with external stakeholders as needed.

• Maintain 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 folders.

• Provide coordination of assigned tasks specific to event planning for events assigned.

• Independently provide proactive day-to-day logistical coordination of general production duties for events including but not limited to: • Venue and space reservations

• Vendor contracting (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 support in accordance with the production schedule, support load‑in/setup and strike/reset activities as assigned, coordinate with campus partners and vendors, ensuring smooth execution.

• Submit purchase, contract and payment requests in adherence to State and University policies

• Execute event close-out processes ensuring final versions of production schedules and budgets are completed and fully accurate within 2-weeks of the end of the event.

• Additional duties as assigned.

Salary $55,000+ depending on qualifications

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

• At least one year 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 stakeho

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