Events Program Coordinator

The University of Texas at Austin•Austin, UT

9d•Hybrid

About The Position

The Events Program Coordinator works in Extended Education Ventures, a self-supporting unit within The University of Texas at Austin that enables continuing and professional education across the university. The position maintains a portfolio of existing and potential clients, tracks monthly sales closures, coordinates and schedules events, and identifies, acquires, and contracts new clients for the Thompson Conference Center (TCC) and Lady Bird Johnson Auditorium (LBJ). The role supports conference services operations, business development, marketing, client relations, and administrative functions. It also supports virtual and hybrid events, including event preparation and delivery using Zoom and other platforms. The position is eligible for a manager-approved hybrid Flexible Work Arrangement involving on-campus and remote work. Arrangements may change with business needs. Occasional evening and weekend hours may be required, as may attendance at off-site meetings and events. The role is expected to continue and is scheduled for 40 hours per week. Applicants must be eligible to work in the United States full-time for any employer without sponsorship.

Requirements

High school diploma or GED; an equivalent combination of relevant education and experience may be substituted as appropriate.
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.
Demonstrated ability to build and maintain positive relationships.
Ability to work independently with minimal supervision, take initiative, and solve problems effectively.
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 full-time for any employer without sponsorship.

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.
Knowledge of web design applications.
Experience creating and distributing e-newsletters.

Responsibilities

Work with clients, staff, and catering to submit event financial information within established guidelines and time frames.
Provide on-site direction and support before, during, and after events.
Assist with client needs and requests and maintain relationships with existing customers.
Coordinate multiple complex events within the same period.
Communicate event timelines and operational requirements among clients, vendors, and employees.
Assist with room reservations, room setup coordination, and client deliverables; follow up on setup requests and provide diagrams as needed.
Work with staff to schedule personnel required for events, including events that may occur on weekends.
Support and sell virtual and hybrid events, staying current with technology and using Zoom and other virtual platforms; conduct practice sessions, review run-of-show plans, facilitate Q&A and polling, and create conference webpages.
Oversee conference services operations and work with event coordinators and the associate director to analyze, recommend, and implement business process improvements.
Develop and recommend short- and long-term operational and revenue goals for the conference center.
Collaborate with event coordinators to implement and monitor plans that support unit growth.
Attend weekly planning and staff meetings.
Identify, contact, and acquire new clients through on-site and off-site visits to develop business and meet the associate director’s revenue goals.
Negotiate, communicate, prepare, and close contracts in accordance with University guidelines.
Develop and propose marketing strategies to meet conference office revenue goals; implement methods to expand the audience base and track results.
Analyze customer surveys to improve processes.
Collaborate with the senior marketing coordinator, staff, vendors, and clients to plan and deliver marketing and publicity for TCC services.
Maintain departmental records, prepare invoices, run event reports, update sales kits, and perform other administrative duties as assigned.
Update the Mazevo reservation system quarterly to reflect rate changes or other maintenance needs.
Update the TCC website when necessary.
Work with student employees according to the event schedule; assist with supervision and training and approve timesheets.
Develop strategic alliances with professional conferencing organizations and partnerships within the UT organization.
Assist with and attend TCC events and meetings as requested.
Coordinate conference services operations with other UT personnel and request services from UT Facilities or ITS when needed.
Ensure requested work is completed for LBJ events.