Senior Coordinator for University Events

About this role

Job Posting Title: Senior 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 Until Aug 31, 2027 ---- 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 Senior Coordinator of University Events 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, event design, and on-site execution. Additionally, the position collaborates with UEE finance to ensure accurate documentation and compliance with university policy. An ideal candidate demonstrates clear passion for creating unique events and experiences – staying current on industry trends and best practices through social media, trade publications, and professional resources. Through proactive coordination, attention to detail and creativity, 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.

Responsibilities • Assist with planning and executing high-profile University events, including presidential, donor, ceremonial, and special events.

• Build strong working relationships with colleagues, campus partners, student organizations, University services, and vendors.

• Schedule planning and post-event meetings; prepare agendas and materials as needed.

• Maintain production schedules, timelines, task lists, and event documentation to keep projects on track.

• Organize event files, including estimates, contracts, invoices, approvals, diagrams, service requests, communications, run-of-show documents, presentations, videos, and photos.

• Support event design by researching linens, florals, furnishings, décor, and other creative details.

• Assist with procurement, assembly, organization, and distribution of event materials, branded gifts, welcome packages, and promotional items.

• Coordinate day-to-day event logistics, including venue reservations, vendor contracting, transportation, security, facilities, staffing requests, student support, and entertainment bookings.

• Manage assigned logistics independently, provide regular project updates, and proactively identify challenges and solutions.

• Provide on-site support for vendor coordination, setup, guest experience, troubleshooting, event execution, and post-event strike.

• Submit purchase requests, contracts, payment requests, and financial documentation in accordance with University, State, and internal procedures.

• Complete post-event reconciliation within two weeks, including budgets, schedules, documentation, invoices, and event records.

• Additional duties as assigned.

Salary $60,000+ depending on qualifications

Required Qualifications • Bachelor’s degree or equivalent experience in event management, event, theatre or interior design, 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 mana

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