Conference and Events Coordinator

University of Texas at Austin•Austin, TX

5d•Onsite

About The Position

The Conference & Events Coordinator provides comprehensive coordination and operational support for Longhorn Hospitality's conference, event, guest housing, and summer conference programs. This position serves as a primary client contact for Conference and Event Services (CES), oversees event logistics and housing operations, coordinates billing and financial reconciliation, and supports marketing and business development efforts, and collaborates across multiple university departments to deliver exceptional guest/student experiences. The CES Coordinator plays a critical role in advancing Longhorn Hospitality's strategic initiatives by improving conference and events operational efficiency, strengthening client relationships, supporting revenue generation, and ensuring outstanding customer service throughout the conference and event lifecycle.

Requirements

High School Diploma and/or GED.
3 years of event planning experience.
Relevant education and experience may be substituted as appropriate.
Class "C" operator's driver's license. The applicant selected must provide a current three year driving record from the current state of residence. If not currently a Texas resident, a Texas driver's license must be obtained within 30 days of becoming a Texas resident.

Nice To Haves

Two years of progressively responsible experience in conference services, event management, hospitality, housing operations, or customer service.
Experience coordinating multiple projects simultaneously while maintaining exceptional attention to detail.
One year using conference, reservation, or event management software.
Excellent written, verbal, and interpersonal communication skills.
Strong organizational, financial, and problem-solving abilities.
Experience with budget management, billing reconciliation, and financial reporting.
Experience with conference housing operations.
Knowledge of university event management systems, StarRez, EMS, or similar software.
Experience planning events or conferences.
One year working in a college or university.

Responsibilities

Serve as a primary contact for conference, event, and guest suite clients from inquiry through program completion. Coordinate reservations, planning meetings, site visits, event/conference/guest suite logistics, and communication with campus partners. Ensure exceptional customer service, resolve client concerns, maintain accurate event records, and collect post-event assessments to support continuous improvement.
Coordinate conference and long-term housing operations, including check-in/check-out processes, occupancy management, and facility readiness. Collaborate with Residence Life, Facilities, Human Resources, Business Services and Building Services to ensure spaces meet university standards. Monitor occupancy trends, conduct facility inspections, and support summer conference operations. Ensure compliance with university policies, maintain conference and event equipment inventory, and participate in an on-call rotation during the summer conference season (May–August) to respond to operational emergencies, guest concerns, and crisis management for conference and guest housing operations.
Coordinate logistics for events during the academic year (August–May). Manage event timelines, room setups, audiovisual coordination, equipment inventory, and communication with campus partners to ensure successful event execution. Support event reservations and maintain accurate records within conference and event management systems.
Assist with budget tracking, billing, reconciliation, and financial reporting for conference, event, and housing operations. Coordinate invoice documentation, resolve billing discrepancies with Business Services, support occupancy forecasting, and ensure financial records are reconciled and completed by fiscal year deadlines.
Supervise student workers and assist with recruiting and training Longhorn Hospitality staff. Develop training and transition manuals to support event and conference operations. Lead team meetings and conduct one-on-one sessions with student staff to provide guidance, feedback, and support. Train student staff in effective software usage and proper event execution.
Support marketing initiatives that promote conference services, guest housing, and event spaces. Conduct client tours, assist with promotional materials, identify new business opportunities, benchmark industry best practices, and analyze client feedback to enhance services and increase revenue.
Support departmental operational initiatives and continuous process improvements. Drive UT vehicle. Perform other duties as assigned.