Manager of Inventory and Event Operations

The University of Texas at Austin • Austin, UT

5h • Onsite

About The Position

The Manager of Inventory and Event Operations is a key contributor to the University Events & Experience team, responsible for ensuring the seamless execution of events through comprehensive oversight of inventory, setup, strike, and logistics operations. This position manages the tracking documentation of all event assets, coordinates the preparation, staging, and installation of required items, and maintains precise records to support accountability and effective financial stewardship. By supervising both the movement and condition of inventory, the Manager ensures event setups are completed efficiently, assets remain available and in optimal condition, and all logistical requirements are met to deliver exceptional event experiences for the university community. The role is hands-on and physically demanding, involving coordination of multiple simultaneous setups and teardowns. Duties include managing event operations within the University Events department, maintaining systems, processes, and resources with accuracy and accountability. The Manager oversees comprehensive asset management and departmental inventory, utilizing current technology and departmental procedures. Additional responsibilities include hiring, scheduling, and supervising third-party labor teams to ensure service quality and cost-effectiveness, coordinating all aspects of event setup and teardown to ensure flawless execution’ and thoroughly tracking all tasks and expenditures within departmental systems to uphold operational excellence and accountability. This position has an end date of 8/31/2027, but may be renewable based upon availability of funding, work performance, and progress toward goals. Funding is expected to continue.

Requirements

• Minimum four years of experience in a similar or comparable role.
• Strong organizational, interpersonal, and communication skills; able to manage multiple priorities discreetly.
• Proficient with Microsoft Office, calendar, project, and inventory management systems.
• Effective judgment and adaptability in fast-paced settings.
• Enthusiastic about supporting events aligned with UT Austin’s mission.
• Experienced in coordinating logistics and site planning for private and large-scale events.
• Skilled with event management and asset tracking software.
• Detail-oriented, capable of managing several projects and tight deadlines.
• Experience in scheduling and on-site supervision of third-party labor and vendors.
• Skilled in maintaining SOPs and inventory records.
• Committed to professionalism, accountability, and excellent stakeholder service.
• Able to lift 75 pounds or more.
• Current and valid Texas driver license and a clean driving record required.
• Available for night, weekend, and travel work as needed.

Nice To Haves

• Bachelor’s degree or equivalent experience in event management, hospitality, operations, or related field.
• Five or more years of experience supporting event logistics and inventory management at luxury venues or with luxury vendors.
• Experience leading event operations at a university or similar institution.
• Strong collaboration skills with cross-functional teams and stakeholders.
• Proficient in inventory management software and process optimization.
• Excellent analytical skills and attention to detail for complex inventories.
• Skilled at identifying and implementing process improvements, deploying innovative solutions and integrating event technologies.
• Experience with CAD or design tools for event planning and space optimization.
• Familiar with safety standards for material storage and handling.
• Knowledge of risk management, crisis response, and safety compliance for large events.
• Commercial driver license and/or experience driving cargo vans and box trucks.

Responsibilities

• Asset Documentation and Tracking Maintain detailed documentation and tracking of all assets used for inventory events. Monitor the movement, condition, location, and duration of each asset to ensure accurate accountability and availability. Keep precise records that promote operational efficiency and support financial stewardship. Document production notes, standard operating procedures, processes, and checklists to ensure consistency and accountability throughout event management.
• Inventory Management and Logistics Oversee the preparation, staging, restocking, and retrieval of inventory to maximize efficiency in event setup and return processes. Inspect all returned assets for damage and coordinate replacement or restocking procedures as needed. Monitor consumable supply levels and proactively notify relevant teams to prevent shortages. Coordinate delivery, installation, setup, and removal (strike) of event assets and inventory through tracking and reporting using current technology and systems. Conduct monthly inventory audits to ensure accuracy and accountability. Maintain organization and safety in all storage areas, ensuring proper disposal of expired or unusable items.
• Event Preparation, Execution and Collaboration Work closely with production teams to create comprehensive lists of parts and tools needed for event builds. Ensure all required components are identified and available in advance to support successful event execution. Oversee site planning, wayfinding, vendor relationships, logistics, and on-site event operations to ensure smooth execution. Collaborate closely with University Events project managers and production teams to deliver seamless event experiences. Thoroughly execute all operational details for events, ensuring accuracy and adherence to established timelines. Uphold consistently high standards of performance and meticulous attention to detail throughout the entire event production process.
• Staffing and Labor Management Manage third-party event staff and student interns as required to support event operations during set-up, strike and preparation.
• Campus Collaboration Act as an operational liaison for University Events & Experience (UEE) with facilities-related departments and with colleges, schools, and units (CSUs) as assigned. Consistently represent University Events in all communications with professionalism, accuracy, and efficiency.
• Other duties as assigned.

Benefits

• The University provides a competitive benefits package that includes insurance and retirement benefits in addition to other programs and services.
• Texas Development supports growth by offering professional development opportunities that help every team member accomplish their goals, enrich their skillset and deepen their engagement with UT.

What This Job Offers

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