Events Program Coordinator

University of Texas at Austin

11d•Hybrid

About The Position

The Events Program Coordinator works in Extended Education Ventures (EEV), a self-supporting unit within The University of Texas at Austin that develops, delivers, and promotes continuing and professional education. The role supports conference services for the Thompson Conference Center (TCC) and Lady Bird Johnson Auditorium (LBJ), maintaining client relationships and a portfolio of existing and prospective clients while tracking monthly sales closures. It coordinates and schedules events, supports event operations and logistics, and identifies, acquires, and contracts new clients. The position is eligible for a hybrid Flexible Work Arrangement, subject to manager approval and changing business needs. Occasional evening and weekend hours, off-site meetings, and travel to off-site meetings or events may be required.

Requirements

High school diploma or GED.
Three years of experience coordinating or administering a program, including at least two years coordinating complex events and meetings in a conference center or similar facility.
Experience managing multiple projects or tasks efficiently and professionally.
Ability to work in a fast-paced environment and meet deadlines.
Experience with Microsoft Office, including Excel, Outlook, and Word.
Ability to use UT Box and Zoom and learn Mazevo, Drupal, and Calendly.
Ability to work flexibly and patiently while maintaining productive, team-oriented relationships.
Strong interpersonal and customer service skills and demonstrated ability to build and maintain positive relationships.
Ability to work independently with minimal supervision, take initiative, and solve problems.
Demonstrated organizational skills and attention to detail.
Regular attendance and punctuality.
Excellent organization and communication skills.
Professional demeanor and dress.
Must be eligible to work in the United States on a full-time basis for any employer without sponsorship.
Equivalent combinations of relevant education and experience may be substituted as appropriate.

Nice To Haves

Bachelor’s degree.
More than the required years of experience in program coordination and complex events in a conference center.
Familiarity with current trends and trade publications and knowledge of web design applications.
Experience creating and distributing e-newsletters.

Responsibilities

Coordinate and schedule multiple complex events, assisting clients with needs and requests and maintaining relationships with existing customers.
Work with clients, staff, and catering to submit event financial information within established guidelines and time frames.
Provide on-site direction before, during, and after events to support successful execution of activities and services.
Communicate event timelines and operational requirements among clients, vendors, and employees.
Coordinate room reservations, room setups, client deliverables, setup diagrams, and staffing with appropriate personnel.
Support and sell virtual and hybrid events; keep current with technology, conduct run-of-show practice sessions, facilitate Q&A and polling, and create conference web pages.
Oversee conference services operations, analyze and recommend business process improvements, and develop strategic short- and long-term operational and revenue goals.
Collaborate with event coordinators to implement and monitor plans supporting unit growth, and attend weekly planning and staff meetings.
Identify, contact, and acquire new clients through on-site and off-site business development visits to meet the associate director’s revenue goals.
Negotiate, prepare, communicate, and close contracts in accordance with University guidelines.
Develop and propose marketing strategies, expand the audience base, track marketing results, analyze customer surveys, and collaborate on marketing and publicity for TCC services.
Maintain departmental records, prepare invoices and event reports, update sales kits, and perform other administrative duties.
Update the Mazevo reservation system quarterly for rate changes and maintenance, and update the TCC website as needed.
Work with student employees according to the event schedule; assist with supervision and training and approve timesheets.
Develop alliances with professional conferencing organizations and partnerships within UT.
Attend TCC events and meetings as requested, coordinate conference services with UT personnel, request services from UT Facilities or ITS when needed, and ensure requested work is completed for LBJ events.