Events Coordinator

University of Texas at Austin

2d•Onsite

About The Position

To plan, organize, and coordinate events from initial preparation through completion. The position ensures that logistics, scheduling, vendors, communications, budgets, and event details are managed efficiently and effectively. The Event Coordinator works closely with internal teams and external partners to ensure events run smoothly and provide a positive experience for attendees.

Requirements

At least one year's experience as the Administrative Assistant level with a Bachelor's Degree or five years of clerical experience with a High School Diploma.
Experience managing event logistics, including venues, catering, vendors, room setup, schedules, equipment, and materials.
Experience coordinating with internal departments, external vendors, and event participants.
Experience managing budgets, purchase orders, invoices, and event-related expenses.
Strong organizational and time-management skills, with the ability to manage multiple events or projects simultaneously.
Experience with event registration, invitations, communications, and attendee support.
Proficiency with Microsoft Office, spreadsheets, calendars, and other event-management or scheduling systems.
Ability to troubleshoot issues and make timely decisions during events.
Experience preparing event timelines, checklists, reports, and post-event evaluations.
Excellent written and verbal communication and customer-service skills.
Relevant education and experience may be substituted as appropriate.

Nice To Haves

Knowledge of internal UT systems: DEFINE, FRMS, Contracts+, Point Plus

Responsibilities

Coordinate, organize, and facilitate all aspects of events including contracts and purchase orders with hotels and consultants, materials and supplies purchasing, all related travel arrangements and reimbursements, and final payments to fulfill grant and contract requirements
Transactional support for grant managers across all research grants.
Other duties as assigned.