Events Program Coordinator for Office of Marketing & Communication

The University of Texas at Austin • Austin, UT

31d • Hybrid

About The Position

The Events Coordinator supports the Senior Events Manager in planning and executing college-wide events for the College of Education. This position assists with logistics, stakeholder communication, vendor coordination, event materials, administrative documentation, and day-of-event operations. This position requires strong organizational skills, attention to detail, flexibility, and the ability to manage multiple priorities in a fast-paced environment.

Requirements

• Bachelor’s degree and at least one year of experience supporting large and multifaceted events in a fast-paced environment.
• Deadline-driven and detail oriented.
• Strong communication and customer service skills.
• Relevant education and experience may be substituted as appropriate.

Nice To Haves

• Experience coordinating social, corporate, academic or special events.
• Experience with budget tracking, communications coordination or higher education events preferred.
• Ability to prioritize time sensitive tasks.
• Can-do attitude and high energy.

Responsibilities

• Assist with planning and coordinating internal and external events for faculty, staff, students, alumni, donors, and community audiences.
• Support the full lifecycle of events from inquiry and planning through execution and wrap-up.
• Help coordinate event logistics including venue reservations, parking, catering rentals, audiovisual needs, décor, setup, breakdown, and guest experience elements.
• Assist with client/stakeholder communications, planning meetings, event timelines, walkthroughs, and site visits.
• Help organize administrative event documentation, internal forms, contracts, approvals, and other university-required paperwork.
• Provide on-site event support and assist in overseeing day-of logistics.
• Support event setup, rehearsals, load-in/load-out, coordination, and event flow.
• Assist in determining staffing needs and communicating schedules, assignments, and expectations to support teams and vendors.
• Help troubleshoot event issues in real-time and contribute to smooth event execution.
• Assist with event communications and promotional coordination in partnership with the Marketing and Communications team.
• Help prepare and organize event collateral and materials, including invitations, registration pages, signage, programs, nametags, email communications, and run-of-show documents.
• Ensure event details, messaging, and service needs are organized and communicated clearly to relevant stakeholders.
• Assist with tracking event expenses, gathering quotes, organizing purchase documentation, and monitoring budgets.
• Maintain client and event records and support post-event reporting and documentation.
• Help identify improvements for future events based on event outcomes and feedback.

Benefits

• Health insurance (premiums covered 100% for full-time benefits-eligible employees)
• Retirement plans
• Paid leave
• Robust free training access through LinkedIn Learning
• Professional conference opportunities
• Expansive employee discount program, including athletic tickets
• Free access to UT Austin's libraries and museums with a staff ID card
• Free rides on all UT Shuttle and Austin CapMetro buses with a staff ID card

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level