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

University of Texas at Austin

10d • $50,000 • Onsite

About The Position

The UT School of Social Work is recruiting two Events Program Coordinators for its Office of Professional Development. The coordinators assist in planning, developing, and facilitating large meetings, events, and conferences for the School and outside agencies. The positions are contract-funded and contingent on contract renewal; they are expected to continue beyond December 31, 2027.

The role includes coordinating with planning groups, speakers, hotels, vendors, and university and agency partners; supporting in-person and virtual event logistics and registration; managing budgets, billing, travel, and reimbursements; and developing event communications and promotions. Coordinators also collect and analyze evaluations, maintain event records and databases, prepare reports, and identify opportunities for improvement. They represent the Office and School at event-related marketing and networking activities and provide support to the Assistant Director and Director, including special projects and other assigned duties.

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. Salary is $50,000 or more, depending on qualifications.

Requirements

• Bachelor’s degree in a field related to the work to be performed, or relevant education and experience substituted as appropriate.
• Experience coordinating or administering programs and/or events.
• Demonstrated ability to effectively manage multiple projects.
• Customer service experience and strong oral and written communication skills, with the ability to communicate effectively and professionally.
• Ability to work effectively with faculty, staff, students, prospective students, alumni, and professional social workers.
• Strong technical, organizational, and data management skills, including the ability to work with departments across campus such as contracts, purchasing, and accounting.

Nice To Haves

• Five years of clerical experience, including two years of experience 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.

Responsibilities

• Coordinate with planning groups, speakers, hotels, vendors, and agency planning committees to facilitate conferences and events for the School of Social Work and outside agencies.
• Attend event and conference planning meetings and coordinate event plans with the Assistant Director, other coordinators, the Director, and agency committees.
• Confirm speaker participation and issue speaker agreements, purchase orders, and requests for travel authorization.
• Coordinate catering, room setups, onsite arrangements, vendor orders, and billing.
• Assist with event setup and manage registration using Cvent, Event Farm, and other conference management software.
• Coordinate with the Assistant Director to set up event websites and manage registrations; respond to registrant inquiries by email and phone.
• Coordinate virtual events and manage onsite registration and logistics for live events; troubleshoot issues on event days 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 reimbursement, including sponsor coordination and billing.
• Prepare reports, identify future event improvements, and develop and coordinate event communications and promotions.
• Coordinate the collection and analysis of event evaluation data within specified timeframes.
• Maintain event-related records, files, statistics, and databases.
• Attend event-related marketing and networking events and represent the Office of Professional Development and the School of Social Work.
• Support the Assistant Director and Director of the Office of Professional Development and carry out special projects and other assigned duties.

Benefits

• Retirement plan eligibility through the Teacher Retirement System of Texas (TRS), subject to the position meeting the stated hours and duration conditions.

What This Job Offers

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