Events Coordinator, School of Civic Leadership

University of Texas at Austin•Austin, TX

About The Position

Established in 2023 as UT Austin’s newest college, the School of Civic Leadership is a community of scholars and students dedicated to studying the foundational ideas and institutions of a free society, with the goal of advancing human flourishing. We value independent thought, civil discourse, reasoned deliberation, and intellectual curiosity as we prepare to meet the challenges of the present and sustain the blessings of liberty for future generations. Upholding the University’s motto—Disciplina Praesidium Civitatis, “Education is the guardian genius of democracy”—we advance The University of Texas at Austin’s mission to achieve excellence in education, research, and public service. The Events Manager oversees the School of Civic Leadership’s primary events calendar and manages the full lifecycle of events, from planning through execution—ensuring alignment with institutional priorities. This role will work closely with the Business Affairs team to ensure compliance across the administrative component of this role. This includes the timely processing of university required forms. Serving as the central point of contact for internal stakeholders and external partners, this role ensures seamless coordination across all areas of SCL.

Requirements

Bachelor’s degree or equivalent combination of education and relevant experience.
3-5 years of experience supporting or coordinating events, programs, or related administrative work (higher education, nonprofit, cultural, or corporate environments all acceptable).
Demonstrated ability to manage multiple events or projects simultaneously, meet deadlines, and adapt to changing priorities.
Working knowledge of event logistics including scheduling, room reservations, catering, vendor coordination, and basic audiovisual needs.
Experience tracking budgets, invoices, purchase requests, and payments with attention to detail.
Strong organizational and time-management skills; able to work independently and exercise sound judgment.
Excellent written and verbal communication skills; comfortable serving as a primary point of contact for internal and external partners.
Proficiency with common office and collaboration tools (e.g. Microsoft Office or Google Workspace, event calendars, spreadsheets).
Relevant education and experience may be substituted as appropriate.

Nice To Haves

Experience coordinating events within a university, academic, or similarly complex institution.
Familiarity with university or institutional policies related to events, contracts, procurement, or entertainment guidelines.
Experience supporting donor, stakeholder, or VIP-facing events.
Prior experience supervising or coordinating student employees or temporary staff.
Experience with RSVP/event management platforms and basic event promotion or communications.
Demonstrated interest in academic, cultural, or student-focused programming.

Responsibilities

Collaborate with the Dean’s Office, Development Office, and Undergraduate Studies to maintain the SCL’s primary calendar of events, incorporating public programs, development gatherings, student activities, and academic conferences.
Stay abreast of university entertainment policies; develop and maintain internal event procedures consistent with university policies and institutional goals and initiatives.
Process all University required event forms, purchase requests, payments, and contracts in accordance with university policies. Maintain accurate budgets and adhere to University and internal procedures throughout. Communicate and create advance timelines in adherence with University and internal SCL policies for proper approval process.
Plan and execute high-quality private donor and stakeholder events, student focused gatherings, and other academic events, with attention to highest standards of hospitality.
Identify staffing needs and oversee student employees. Act as primary and sole contact for internal and external partners, caterers and vendors.
Oversee event logistics including coordination of audiovisual and technical needs, creation of RSVP tracking page, proper room reservations, and speaker travel and honorarium arrangements.
Collaborate with internal units to develop event promotional materials and publicize public events to relevant audiences. Manage food and catering arrangements, ensuring quality and adherence to dietary considerations. Oversee receipt of refreshments at venue.
Additional duties as assigned.

Benefits

Competitive health benefits (Employee premiums covered at 100%; family premiums at 50%)
Vision, dental, life, and disability insurance options
Paid vacation, sick leave, and holidays
Teachers Retirement System of Texas (a defined benefit retirement plan)
Additional voluntary retirement programs: tax sheltered annuity 403(b) and a deferred compensation program 457(b)
Flexible spending account options for medical and childcare expenses
Training and conference opportunities
Tuition assistance
Athletic ticket discounts
Access to UT Austin's libraries and museums
Free rides on all UT Shuttle and Capital Metro buses with staff ID card