Job Description
Job Posting Title:
Senior Events Program Coordinator
Hiring Department:
Department of Mexican American and Latino/a Studies
Position Open To:
All Applicants
Weekly Scheduled Hours:
40
FLSA Status:
Exempt
Earliest Start Date:
Jun 01, 2025
Position Duration:
Expected to Continue
Location:
UT MAIN CAMPUS
Job Details:
General Notes
What benefits do I receive with UT? The university offers an impressive benefits package. For more details on benefits, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards.
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Our college seeks to build a supportive, growth-minded community and cultivate outstanding and courageous leaders. For more information on the college staff leadership academy, please visit:
https://liberalarts.utexas.edu/resources-for-faculty-staff/staff-leadership-academy/.
For more information on college staff professional development, please visit:
https://wikis.utexas.edu/display/larc/Staff+Professional+Development+Fund.
Purpose
The Events Coordinator role is an integral part of the Latino Studies Central Staff team, which provides all events-related support to the Center for Mexican American Studies, Department of Mexican American and Latina/o Studies, and the Latino Research Institute. The key purpose of this role is to manage all aspects of our signature programming calendar, including event planning and logistics, on-site support, vendor database management, and budget tracking. The Events Coordinator oversees a wide range of popular events that include campus-wide programs, external programming partnerships, faculty lectures, development events, interdepartmental meetings and staff celebrations, student recruitment and outreach, and more.
Responsibilities
- Develop and maintain Latino Studies programming calendar, including signature and non-signature events; serve as main programming contact for Latino Studies events; and assist members of the Latino Studies community in planning non-signature event opportunities.
- Manage in person, hybrid, and Zoom meetings and events for Latino Studies including: coordination, execution, management, and tracking of all aspects of event planning and logistics; create event production timelines and post-event recap; vendor contact and invoicing; secure event space and managing multiple site calendars; managing event-related registration, catering, entertainment, and facilities and cleaning work orders; coordinating event set-up and breakdown; assessing staffing needs of events; and management of event expenses and budget tracking.
- Provide creative vision for event planning and suggest programming opportunities for event development. Seek opportunities with campus partners, including departments, student groups, and development.
- Vendor management, including identification of vendors, database management, authorization and contract coordination, invoice follow-up, build and maintain positive vendor relationships.
- Other related duties as assigned.
Required Qualifications
- Bachelor’s degree and at least 2 years of experience with events management and/or advanced administrative functions.
- Highly detail-oriented with outstanding organizational and time-management skills.
- A self-starter ability to work efficiently and flexibly in a fast-paced environment with minimal guidance, as well as a member of a centralized team that serves multiple units.
- Excellent oral and written communication skills with proven ability to effectively communicate with all levels of management and respond to all stakeholders tactfully, clearly and concisely.
- Demonstrated problem-solving and critical thinking skills.
- Ability to address individuals and information with a high degree of sensitivity and confidentiality in various delicate, formal or urgent situations.
- Demonstrated success in building rapport with and managing relationships with high-impact stakeholders.
- Ability to navigate organizations in order to resolve complex situations and manage multiple responsibilities simultaneously in a fast-paced environment.
- Demonstrated success in process improvement, project implementation and event management.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
- Previous experience in events management within an academic setting.
- Experience with University of Texas policies, procedures, and administrative systems.
Salary Range
$50,000 + depending on qualifications
Working Conditions
May work around standard office conditions with repetitive use of a keyboard at a workstation.
Work Shift
- Occasional evening and weekend hours required.
- M-F, 8:00am – 5:00pm, work hours may flex based on events and program needs.
Required Materials
- Resume
- 3 work references with their 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 in to 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.
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.
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.
Background Checks:
A criminal history background check will be required for finalist(s) under consideration for this position.
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.
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.
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.
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) [PDF]
- E-Verify Poster (Spanish) [PDF]
- Right To Work Poster (English) [PDF]
- Right To Work Poster (Spanish) [PDF]
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.