Events Coordinator, The Harry Ransom Center

University of Texas at Austin

2d•Onsite

About The Position

The Ransom Center is an internationally renowned humanities research library and museum at The University of Texas at Austin. Its extensive collections provide unique insight into the creative process of writers and artists, deepening our understanding and appreciation of literature, photography, film, art, and the performing arts. Visitors engage with the Center's collections through research and study, exhibitions, publications, and a rich variety of program offerings including readings, talks, symposia, and film screenings. The Ransom Center encourages discovery, inspires creativity, and advances understanding of the humanities for a broad audience through the preservation and sharing of its extraordinary collections. Reporting to the Chief Development Officer, the Events Coordinator will coordinate and execute events for the Harry Ransom Center that serve researchers, students, faculty, staff, public, members, donors, and external groups. Events range from public programs and lectures, membership programs and receptions, Advisory Council meetings and receptions, donor events, staff gatherings, and facility rentals to a major fundraising gala held every five years.

Requirements

Bachelor's degree.
Two years of experience in event operations, event coordination, venue management, or other coordinator role.
Demonstrated project management skills.
Proven ability to interact effectively with a range of audiences and provide excellent customer service.
Demonstrated professional and calm demeanor in high pressure situations.
Excellent communication skills with strong ability to build and foster positive working relationships with internal and external event partners, vendors, sponsors, and other affiliates.
Excellent organizational and time management skills, with a high attention to detail.
Demonstrated problem-solving and decision-making abilities.
Relevant education and experience may be substituted as appropriate.

Nice To Haves

More than two years of full-time professional experience in event planning.
University, museum, or library setting experience.
Familiarity with University of Texas business practices, processes, procedures, and forms.
Experience mounting and managing highly successful events for cultural sector organizations, including lecture, film, music, performance, and family events.
Experience coordinating various event types including intimate gatherings with VIP guests, conferences and symposia, and large-scale high-profile events of 500+ attendees.

Responsibilities

Working closely with development, programs, and marketing staff, coordinates and delivers both in-person and virtual programs for the Ransom Center.
Maintains and updates program calendars for key staff involved in events.
Manages event logistics from start to finish, including public programs, donor/member events and receptions, external rental, and staff functions.
Works with caterers, independent contractors, speakers, external organization contacts, volunteers, and others to ensure all events comply with university and Ransom Center policies and are in keeping with the Center's mission.
Participates in event execution and is onsite for the duration of each event, including rehearsals, sound check, load-in/out, set up, and breakdown.
Solicits bids from vendors, negotiates contracts, and follows appropriate university and Ransom Center business office processes.
Processes all necessary event forms, purchase requests, payments, and contracts to ensure prompt payment for services.
Communicates and coordinates with vendors on vendor guidelines, arrival, load-in, and load-out procedures for all events.
Provides reliable, high-quality administrative support exhibiting excellent communication, follow-up, and ability to take on independent projects.
Assists with booking travel, hotel, or other arrangements for guest speakers or invited guests.
Duties include but are not limited to maintaining budgets; communicating effectively with Ransom Center colleagues, outside organizations, speakers, and vendors; generating event reports; coordinating and managing special event volunteers; and representing the Ransom Center in a positive and professional manner.
Works with external organizations to facilitate site rentals.
Develops and shares event confirmations that include customized quotes and planned schedules for the unique needs of each event.
Works with external organizations in-person, by phone, and over email to ensure each external event is thoughtfully executed.
Submits invoices to organizations and maintains attendance reports following each event.
Coordinates event plans with Ransom Center facilities manager, guards, custodians, technology, business office staff, and other staff and volunteers.
Works with relevant staff to review external space use requests and maintains an ongoing schedule of approved external events.