Email Coordinator

The University of Texas at Austin•Austin, UT

3d•Onsite

About The Position

The Email Coordinator serves as the central coordination and quality-control point for alumni and donor email communications in the University Development Office. The role manages centralized requests and campaign schedules, verifies submissions meet established requirements, and activates approved campaigns in Eloqua according to SPUR and Eloqua governance guidelines. This position coordinates with UT Austin colleges, schools, and units to finalize campaign content, audience selections, and required assets. It supports Annual Giving with Salesforce CRM campaign builds and tracking, including appeal codes and reports, and manages a high volume of monthly sends while maintaining accuracy and timely execution. The role also maintains documentation and supports compliance with industry and UT Austin email governance guidelines. The position is based on the UT Austin main campus in Austin, Texas, and works in standard office conditions in a shared office environment. The regular on-site schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m.; additional hours may be required during peak periods and special events. Regular and consistent attendance is required.

Requirements

Bachelor’s degree and at least three years of experience in email marketing, digital communications, marketing operations, project coordination, or a related field; relevant education and experience may be substituted as appropriate.
Demonstrated ability to manage a high volume of time-sensitive requests, organize competing priorities, and maintain accuracy under deadlines.
Experience reviewing email content, audience criteria, or campaign assets for completeness and compliance with established standards.
Strong written and verbal communication skills, attention to detail, and sound judgment.
Proficiency with Microsoft Office or comparable workplace applications.
Ability to collaborate effectively with stakeholders across multiple organizational units and adapt to new marketing technologies, governance standards, and business processes.
Must be authorized to work in the United States on a full-time basis for any employer without sponsorship.

Nice To Haves

Experience using Oracle Eloqua and Salesforce CRM or comparable email marketing and CRM platforms.
Ability to coordinate a high volume of email campaigns, centralized request queues, or editorial calendars.
Familiarity with audience segmentation, email deliverability, accessibility, brand standards, data privacy, and legal or regulatory requirements for external communications.
Experience working in higher education advancement or a similarly complex organization or industry.
Experience using project management, service management, calendar, or workflow tools to coordinate requests and deadlines.
Working knowledge of HTML and email quality-assurance practices.

Responsibilities

Manage the Alumni/Donor External Email Calendar by reviewing requests for availability and coordinating campaign schedules to help minimize recipient email fatigue.
Review submitted audience criteria, email assets, brand standards, legal requirements, and deliverability details for completeness and compliance.
Prioritize email requests based on sending frequency, audience size, urgency, and organizational needs.
Coordinate with UT Austin colleges, schools, and units to finalize content, audience selections, and other campaign assets.
Assist the Annual Giving team with Salesforce CRM campaign builds and tracking through appeal codes and reports.
Activate approved alumni and donor email campaigns in Eloqua and verify campaign configuration before deployment.
Manage a high volume of monthly email sends while maintaining accuracy, consistency, and timely execution.
Maintain documentation and support adherence to industry and UT Austin email governance guidelines.
Perform additional duties as assigned.