Coordinator for University Events

University of Texas at Austin•UT MAIN CAMPUS, UT

3d•Onsite

About The Position

The Outreach & Engagement Coordinator is responsible for organizing and coordinating all aspects of event communications print materials, maintaining accurate records and data, supporting digital outreach and reporting, assisting with scheduling and administrative tasks, and ensuring efficient processes for UEE’s Outreach & Engagement team to facilitate impactful outreach and engagement efforts. 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. 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.

Requirements

Bachelor’s degree or equivalent experience in communications, marketing, business administration, or a related field.
At least three years of experience in a communications role with emphasis on event outreach or marketing.
Strong organizational and project management skills, with demonstrated ability to coordinate event materials, manage calendars, and oversee multiple tasks simultaneously.
Proficiency with CRM systems and digital communication platforms, such as email marketing (e.g. Eloqua, Emma, Salesforce Marketing Cloud), event management tools (e.g. Cvent, Event Farm), and Microsoft Office Suite.
Excellent attention to detail and accuracy in recordkeeping, data management, and preparation of print and digital materials.
Strong written and verbal communication skills, including content and copywriting abilities.
Ability to work collaboratively within a team, support meeting logistics, and provide prompt, efficient responses to constituents.
Knowledge of university procedures and policies related to purchasing and payment requests.
Demonstrated commitment to professionalism, accountability, and providing excellent service to stakeholders.
Must be eligible to work in the United States on a full-time basis for any employer without sponsorship.
Relevant education and experience may be substituted as appropriate.

Nice To Haves

Three or more years of experience working in higher education, nonprofit, or event management environments.
Advanced skills in data analysis and reporting for outreach and engagement initiatives, including tracking open rates, RSVP responses, and attendance impact assessments.
Familiarity with benchmarking strategies and tools to evaluate and improve outreach effectiveness.
Ability to design and edit digital communications using approved templates and creative software.
Demonstrated success in maintaining archives and records for complex projects or events.
Experience supporting or leading content development and copywriting for outreach campaigns.
Proficiency with Box or other cloud-based document management systems for organizing event files and records.

Responsibilities

Coordinate the preparation, organization and accuracy of onsite print materials, including but not limited to name tags, place cards, and escort cards for UEE-led events.
Develop and manage RSVP forms, support segmentation of guest list for invitations and reminders, and generate invitation list reports to facilitate event outreach efforts.
Collaborate with the Presidential and Transformational Giving Research Team by documenting necessary record updating in the CRM system.
Build and manage the distribution of digital communications using approved copy design templates.
Monitor and track digital outreach data, including open rates, bounce backs, RSVP rates, and unsubscribes to support attendee goals and outreach strategy.
Update and maintain the outreach and engagement calendar, ensuring timely task and campaign management to support strategic communication and best practices.
Submit purchase and payment requests for the Outreach & Engagement team in accordance with established university procedures and policies.
Assist with benchmarking initiatives to ensure outreach and engagement strategies and tools remain competitive and effective.
Provide support for scheduling and preparing agendas for internal and external meetings of the Outreach & Engagement team.
Oversee and maintain event and hotel inboxes, ensuring prompt and accurate responses to constituents.
Prepare and maintain final attendance data for impact assessment and future outreach efforts.
Ensure accurate maintenance of records and archives for all lists, including invitation, RSVP, and attendance, as well as final design and content files.
Provide content and copy writing support as directed.
Additional duties as assigned.