Events and Outreach Program Coordinator

University of Texas at Austin

3d•Onsite

About The Position

The Department of European and Eurasian Studies strives to create and promote an environment that values kindness and mutual respect and a culture that provides a deep sense of belonging for each member of our community. This position is responsible for coordinating departmental events, academic programs, and communications that advance the department's educational, cultural, and professional engagement mission. The role oversees comprehensive event planning and logistics, administers the Summer Language Institute and related programs, manages the department's digital communications and branding efforts, and provides administrative support for grant reporting and program operations.

Requirements

Bachelor's degree in a field related to the work to be performed.
Experience coordinating or administering events, outreach, or programs.
Demonstrated ability to manage logistics for large and complex events.
Strong written and oral communication skills, including experience developing promotional or communications materials.
Ability to manage multiple projects and deadlines simultaneously.
High attention to detail and strong organizational skills.
Proficiency with Microsoft Office suite.
Relevant education and experience may be substituted as appropriate.

Nice To Haves

Experience in event planning and outreach in a higher education, language education, or nonprofit setting.
Experience managing intensive language programs or summer institute programs.
Familiarity with UT vendor and contract processes, including UT Market.
Experience with social media management, digital marketing, and website administration across multiple platforms.
Knowledge of UT and College of Liberal Arts policies and procedures.
Experience with budget tracking and financial reporting for grant-funded programs.
Experience with K-12 or K-16 outreach programming.
Familiarity with NRC, FLAS, or other federally funded language and area studies grant programs.
Experience managing student employees.

Responsibilities

Serve as the primary coordinator for all departmental academic, cultural, and professional development events across all units. Act as point person, team coordinator, and organizational lead for events unless otherwise assigned.
Coordinate all aspects of event planning and logistics, including maintaining event records, managing budgets, coordinating with vendors and partners, arranging travel, processing reimbursements, and meticulous documentation of all communication with vendors, partners, and participants.
Manage event-related registration, catering, entertainment, space reservations, and facilities and cleaning work orders.
Coordinate event setup and breakdown and assess staffing needs.
Create event production timelines and post-event recaps.
Arrange speakers, negotiate pricing with hotels, caterers, printers, and other required vendors.
Communicate effectively with all involved parties and delegate tasks to appropriate staff as needed.
Coordinate and assist with recurring and annual events, including speaker series, student conversation hours, fall and spring receptions, and other signature events.
Administer, coordinate, and market the department's Summer Language Institute or equivalent intensive language programs.
Host information webinars, draft communications, and update social media for program promotion.
Organize student housing, language offerings, admission, and orientations.
Coordinate events and lectures related to each language track, including travel arrangements, catering, space reservations, and all accompanying documentation.
Collect, organize, and disseminate training materials for program staff.
Develop and implement standards for attainment of program goals and objectives.
Recommend new policies and procedures for improvement of program activities, especially regarding incorporating technology into foreign language education.
Assist with budgeting and financial management of all program activities in coordination with the Accountant III.
Manage, create, and update content for departmental websites, including events postings, student opportunities, new programs, and notable content.
Manage all departmental and center email listservs.
Create and send event emails in coordination with other staff.
Manage departmental social media presence across all platforms, including Facebook, Twitter, LinkedIn, and Instagram; research and schedule postings; ensure consistent coverage; and work with student workers to ensure posts are accurate.
Create promotional items, including flyers, brochures, course posters, and faculty and student handbooks.
Promote accomplishments of affiliates and students via social media and news posts.
Create and edit department videos for dissemination on YouTube and social media.
Produce and distribute recurring unit newsletters.
Send out weekly or regular professional resources emails to relevant listservs.
Coordinate brand strategy and promotional materials in alignment with department priorities.
Assist the Department Manager with grant reporting activities, including data mining, maintaining tracking documents, and regularly reviewing grant proposals to ensure departmental activities align with grant goals and requirements.
Prepare grant reporting screens for submission well before deadlines.
Assist with budgeting and financial tracking for grant-funded programs in coordination with the Accountant III.
Supervise student employees as needed for additional program support.
Assist with development and donor coordination activities as directed, including alumni outreach and engagement.
Attend relevant university or college training sessions and participate in professional development activities.