Events Program Coordinator, Department of Statistics and Data Sciences

University of Texas at Austin•Austin, TX

12d

About The Position

Event Planning & Execution Assist with planning, developing, and coordinating large meetings, workshops, conferences, seminars, student recruitment and orientation, and other departmental events. Includes preparing appropriate event forms and budgets, gathering quotes from outside vendors, reserving spaces, ordering catering and event materials, developing communications, coordinating travel, and helping participants and speakers as needed. Collaborate and work closely with other staff to guarantee compliance with UT policies and procedures and to ensure UT branding consistency and effective outreach. Create and distribute event communications across multiple channels, including email, digital signage, newsletters, and social media. Maintain and update marketing materials, promotional calendars, and email lists. Ensure smooth day-of operations by overseeing onsite logistics during events, including the setup and breakdown of event spaces, and serve as the contact for vendors and other participants. Track budgets, gather receipts and invoices, and coordinate payments and reimbursements. Receive feedback and identify improvements. Program Coordination Responsible for planning, coordinating, and executing events that support community development, department success, and student engagement. Work with departmental leadership and senior staff to develop and implement operational standards and processes to meet program goals. Recommend and execute improvements to event policies, procedures, and delivery methods. Collaborate with department staff to plan and deliver events. Maintain consistent communication with internal and external stakeholders, including faculty, student organizations, alumni, and employers to ensure alignment and engagement. Assist with financial and administrative aspects of events, including budgeting, contract management, and payment processing, in coordination with department leadership and senior staff. Administrative Support Prepare professional communications as requested by department leadership and senior staff. Schedule and participate in department and staff meetings. Respond to all requests promptly. Manage department calendars and update website as needed. Process requests for travel authorizations and arrangements as needed, working closely with the travel associate. Coordinate stakeholder activities, routine communication, and contracts. Develop and maintain strong relationships with faculty and staff team. Perform other duties as assigned to meet operational needs.

Requirements

Bachelor’s degree and a minimum of two years of progressively responsible experience in event coordination, program management, or a related field. Equivalent combination of relevant education and professional experience may be considered.
Demonstrated excellence in written and verbal communication, with the ability to tailor messaging to various audiences.
Strong strategic and creative thinking skills, with the capacity to work independently, take initiative, and contribute effectively within a collaborative team environment.
Proven ability to build positive relationships and collaborate effectively with students, faculty, staff, and external partners in a higher education setting.
Strong organizational skills with the ability to manage multiple priorities, meet deadlines, and adapt to changing circumstances in a fast-paced environment.

Nice To Haves

Direct experience working in a higher education environment, with a strong understanding of student engagement, academic culture, and community building.
Proficiency in Microsoft 365, Adobe, and Canva, with the ability to design professional event materials and presentations.
Familiarity with UT Austin administrative policies, procedures, and systems.

Responsibilities

Assist with planning, developing, and coordinating large meetings, workshops, conferences, seminars, student recruitment and orientation, and other departmental events.
Prepare event forms and budgets, gather quotes from outside vendors, reserving spaces, ordering catering and event materials, developing communications, coordinating travel, and helping participants and speakers as needed.
Collaborate and work closely with other staff to guarantee compliance with UT policies and procedures and to ensure UT branding consistency and effective outreach.
Create and distribute event communications across multiple channels, including email, digital signage, newsletters, and social media.
Maintain and update marketing materials, promotional calendars, and email lists.
Oversee onsite logistics during events, including the setup and breakdown of event spaces, and serve as the contact for vendors and other participants.
Track budgets, gather receipts and invoices, and coordinate payments and reimbursements.
Receive feedback and identify improvements.
Plan, coordinate, and execute events that support community development, department success, and student engagement.
Work with departmental leadership and senior staff to develop and implement operational standards and processes to meet program goals.
Recommend and execute improvements to event policies, procedures, and delivery methods.
Maintain consistent communication with internal and external stakeholders, including faculty, student organizations, alumni, and employers to ensure alignment and engagement.
Assist with financial and administrative aspects of events, including budgeting, contract management, and payment processing, in coordination with department leadership and senior staff.
Prepare professional communications as requested by department leadership and senior staff.
Schedule and participate in department and staff meetings.
Manage department calendars and update website as needed.
Process requests for travel authorizations and arrangements as needed, working closely with the travel associate.
Coordinate stakeholder activities, routine communication, and contracts.
Develop and maintain strong relationships with faculty and staff team.
Perform other duties as assigned to meet operational needs.