Coordinator for University Events

The University of Texas at Austin • Austin, UT

1d • Onsite

About The Position

The Coordinator for University Events supports the planning and execution of a variety of university events, ensuring smooth collaboration with colleagues, campus partners, and vendors. Responsibilities include scheduling meetings, organizing budgets and event documents, handling logistics such as venue reservations, vendor management, transportation, security, facilities, staffing, entertainment, and on-site support. The coordinator works with UEE finance to maintain accurate records and compliance. Through proactive organization, this role helps deliver high-quality events that support the university’s mission.

Requirements

• Bachelor’s degree or equivalent experience in event management, hospitality, operations, or related field.
• At least one year of experience in event management, 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 manage multiple priorities discreetly and effectively.
• Proficiency in Microsoft Office Suite, calendar management, project management, and inventory management systems.
• Experience using event management and asset tracking software.
• Proven ability to exercise sound judgment and adapt in fast-paced environments.
• Detail-oriented with the capacity to manage several projects and meet tight deadlines.
• Experience coordinating logistics, site planning, and on-site supervision of third-party labor and vendors.
• Skilled in maintaining standard operating procedures (SOPs)
• Demonstrated commitment to professionalism, accountability, and providing excellent service to stakeholders.
• Ability to lift 30 pounds or more as needed.
• Willingness and availability to work nights, weekends, and travel as required to support event operations.
• Applicants must be authorized to work in the United States.
• The University Development Office does not sponsor work visas for this position.

Nice To Haves

• 2 or more years of experience in event management, hospitality, operations, or a comparable role, preferably supporting logistics for private and large-scale events.
• Experience supporting donor engagement and strategic engagement events in a higher education setting.
• Experience in budget management, production scheduling, and real-time project coordination for complex events.
• Proficiency with Box or other cloud-based document management systems for organizing event files and records.
• Proven ability to independently manage event logistics, including venue reservations, vendor contracting, transportation, security, facilities, entertainment bookings, and on-site execution.
• Familiarity with state and university procurement policies and procedures.
• Strong problem-solving skills and the ability to adapt to evolving event requirements.
• Experience supervising and coordinating student volunteers or interns.

Responsibilities

• Build and maintain effective working relationships with office colleagues, University services, external vendors, student organizations, and campus partners.
• Schedule kick-off, planning and post-event meetings as assigned; prepare agendas for meetings with external stakeholders as needed.
• Maintain event budgets and production schedules in real time, ensuring accurate, up‑to‑date information is maintained.
• Maintain and organize all event files ensuring all documents (estimates, BEOs, POs, contracts, invoices, OOEFs, approvals, diagrams, service requests, work orders, invitations, official communications, ROSs, final presentation slides/videos, event photos, etc.) are properly saved in designated folders.
• Provide coordination of assigned tasks specific to event planning for events assigned.
• Independently provide proactive day-to-day logistical coordination of general production duties for events including but not limited to: Venue and space reservations Vendor contracting (rentals, catering, photography, etc.) Parking and transportation requests Security notifications and requests Facilities work orders
• Identify staffing levels and submit requests through internal processes
• Manage on-site student volunteer and student intern support
• Book entertainment and music performers
• Provide on‑site event execution support in accordance with the production schedule, support load‑in/setup and strike/reset activities as assigned, coordinate with campus partners and vendors, ensuring smooth execution.
• Submit purchase, contract and payment requests in adherence to State and University policies
• Execute event close-out processes ensuring final versions of production schedules and budgets are completed and fully accurate within 2-weeks of the end of the event.
• Additional duties as assigned.

Benefits

• Competitive benefits package that includes insurance and retirement benefits in addition to other programs and services.
• Professional development opportunities that help every team member accomplish their goals, enrich their skillset and deepen their engagement with UT.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level