Events Program Coordinator - School of Social Work, Office of Professional Development

The University of Texas at Austin•Austin, UT

9d•$50,000•Onsite

About The Position

The University of Texas at Austin School of Social Work is recruiting two Events Program Coordinators for the Office of Professional Development. The coordinators assist with planning, developing, and facilitating large meetings, events, and conferences for the School of Social Work and external agencies. These positions are funded by contracts and are contingent upon contract renewal; they are expected to continue beyond December 31, 2027. The role works with the Assistant Director, Director, other events program coordinators, speakers, vendors, hotels, and agency planning committees. It supports conference planning and delivery, including registration, communications, travel and reimbursements, budgeting and billing, evaluation, records management, and event-day logistics. The position is based at the UT Main Campus in a standard office environment, with a flexible work arrangement possible at the supervisor’s discretion. Some travel and extended work hours may be required.

Requirements

Bachelor’s degree in a field related to the work to be performed; relevant education and experience may be substituted as appropriate.
Experience coordinating or administering programs and/or events.
Demonstrated ability to manage multiple projects effectively.
Customer service experience.
Ability to communicate effectively and professionally, orally and in writing.

Nice To Haves

Five years of clerical experience, including two years as an events coordinator.
Familiarity with Adobe Creative Cloud.
Experience developing and proofreading event marketing materials.
Ability to work as part of a team.
Strong organizational, time-management, and project-management skills.
Detail-oriented approach.
Strong technical, organizational, and data-management skills.
Ability to work with departments across campus, including contracts, purchasing, and accounting.
Ability to work effectively with faculty, staff, students, prospective students, alumni, and professional social workers.

Responsibilities

Coordinate with planning groups, speakers, hotels, and other vendors to facilitate conferences and events for the School of Social Work and external agencies.
Coordinate with the Assistant Director, other events program coordinators, the Director, and agency planning committees to plan events; attend planning meetings.
Confirm speaker participation and issue speaker agreements, purchase orders, and requests for travel authorization.
Coordinate hotel catering, room setups, and other onsite arrangements, and finalize vendor orders and billing.
Assist with event setup and manage registrations using Cvent, Event Farm, and other conference management software.
Coordinate with the Assistant Director to set up event websites and manage registration.
Respond to registrant inquiries by email and phone.
Help coordinate virtual events and manage onsite registration and logistics for live events.
Troubleshoot emerging issues on event days in coordination with the Assistant Director and planning team.
Track budgets, assist with billing, and coordinate reimbursements for speakers, outside consultants, and participants.
Prepare financial reports and billing for state contracts.
Manage speaker and staff travel and reimbursements, including sponsor coordination and billing.
Prepare reports and identify improvements for future events.
Develop and coordinate event communications and promotions.
Coordinate collection and analysis of event evaluation data within established timeframes.
Maintain records, files, statistics, and databases related to conferences and events.
Attend event-related marketing and networking events and represent the Office of Professional Development and School of Social Work.
Support the Assistant Director and Director of the Office of Professional Development.
Carry out special projects and other assigned duties.