Conference Coordinator

The University of Texas at Austin•Austin, UT

5d•Onsite

About The Position

The Conference Coordinator supports UT OLLI’s lifelong-learning program by working with staff, volunteer leaders, speakers, and technology partners to develop and deliver curriculum and classroom programming. The role supports in-person, hybrid, and online learning opportunities and helps refine program delivery to meet members’ interests and needs. The coordinator recruits and supports volunteer seminar and lecture speakers, reviews their content for audience relevance and compliance with university guidelines, and provides logistical, presentation, and technology assistance. The position leads online and hybrid classes, including scheduling virtual sessions, coordinating participants and hosts, managing recordings and video editing, and maintaining a digital content library. The role also distributes course materials, maintains curriculum records, coordinates print and online course catalogs, manages online registration, and collects member feedback for curriculum committees. It works with technology partners on software, databases, and related processes; trains staff, student workers, volunteers, and speakers; and monitors data entry and migration. Additional duties include attending meetings and events, supporting program operations and cross-program activities, and performing routine clerical work and other tasks as needed. This is an Austin, Texas-based, on-site position with a Monday–Friday schedule of 8:00 a.m.–5:00 p.m. The position is expected to continue. Salary is $45,000–$48,450, depending on qualifications.

Requirements

Bachelor’s degree; relevant education and experience may be substituted as appropriate.
At least three years of experience coordinating or administering a program.
Ability to work independently and as part of a team; self-starting and self-reliant.
Ability to learn quickly and strong technology skills.
Experience managing knowledge-base systems and applications.
Demonstrated competence with Microsoft Word and Excel.
Demonstrated customer service and interpersonal skills.
Ability to multitask and work efficiently with little supervision.
Professional demeanor.

Nice To Haves

Experience collaborating with staff, volunteers, and subject-matter experts to support volunteer-led curriculum development and educational programming.
Strong customer service and interpersonal skills, including responding to telephone inquiries and assisting members, speakers, and volunteers.
Ability to manage competing priorities and coordinate multiple projects from planning through implementation.
Experience piloting and supporting in-person, hybrid, and online learning environments, including classroom audiovisual technology, virtual learning platforms, and video editing.
Familiarity with ADA classroom accommodations and accessibility technologies, including speech-to-text applications, captioning, and assistive communication tools.
Strong organizational and problem-solving skills, adaptability, a team-oriented approach, and willingness to explore innovative program-delivery methods.

Responsibilities

Assist with recruiting, vetting, and confirming volunteer seminar and lecture speakers.
Review and edit speaker content for relevance to the UT OLLI demographic and compliance with university guidelines.
Provide speakers with logistical and presentation support, and collaborate on their recognition at sessions and social activities.
Lead online and hybrid classes by scheduling Zoom meetings or webinars, coordinating participants and hosts, managing recordings, and overseeing video editing.
Maintain and organize the digital content library to support member access and content integrity.
Train and support speakers in advance on online and classroom technology.
Collect and distribute lecture and seminar materials digitally and maintain accurate digital curriculum records.
Coordinate online and print course catalogs and manage online class registration.
Solicit member feedback through surveys and share relevant findings with program curriculum committees.
Collaborate with technology partners on software and database functions supporting registration, catalog creation, and other processes.
Train staff, student workers, and volunteers, providing clear guidance while respecting varied working styles.
Monitor data entry and migration for accuracy, communication, and schedule adherence.
Participate in staff and Thompson Conference Center meetings as assigned and assist with routine clerical tasks.
Support cross-program activities such as OLLI Council, collaborative workdays, long-range planning, new member orientation, and data collection and analysis.
Work cooperatively with Extended Education Ventures, Thompson Conference Center, UT OLLI staff, speakers, and volunteer committees to achieve shared goals and maintain partnerships.
Perform other duties as needed to support program operations, including attending professional development and digital training opportunities.
Attend events and social activities as appropriate.

Benefits

Competitive health benefits, with employee premiums covered at 100% and family premiums at 50%.
Vision, dental, life, and disability insurance options.
Paid vacation, sick leave, and holidays.
Teachers Retirement System of Texas defined-benefit retirement plan.
Voluntary retirement programs: 403(b) tax-sheltered annuity and 457(b) deferred compensation.
Flexible spending account options for medical and childcare expenses.
Free training access through LinkedIn Learning.
Professional tuition assistance.
Employee discount program, including athletic tickets.
Free access to UT Austin libraries and museums.
Free rides on UT Shuttle and Capital Metro buses with staff ID.