Project & Events Manager

University of Texas at Austin

1d•Onsite

About The Position

This role provides strategic oversight and operational management for LONESTARP3 core activities, programs, and events. Key functions include strategic project and event management, financial oversight and tracking, cross-college and cross-institutional communication and coordination, and process improvements. The position requires working closely with the Director to ensure alignment with strategic goals, vendor expectations, funder requirements, and Network values and culture.

Requirements

Bachelor’s degree in business administration, communications, project management, hospitality or a related field.
3-5 years of experience in operations, event-planning, project management, or a related role.
Ability to manage multiple priorities and work independently.
Experience with contract negotiation or vendor coordination.
Strong organizational and problem-solving skills.
Strong communication and stakeholder management abilities.
Relevant education and experience may be substituted as appropriate.

Nice To Haves

Experience in using Customer Relationship Management (CRM), Association Management Systems (AMS), or other database platforms is preferred.
Familiarity using AI powered tools to support project planning and streamline administrative processes.

Responsibilities

Manage LONESTARP3 event planning and execution, ensuring alignment with strategic goals, vendor expectations, funder requirements, and Network values and culture.
Develop project management processes to ensure LONESTARP3 activities and events are consistently coordinated with appropriate leaders and contributors, and completed on time, on budget, and with quality.
Manage annual project plans for LONESTARP3 core activities, including timelines, key milestones and deliverables, staff assignments, and resource requirements; monitor and communicate activities at risk of falling behind or not being completed.
Manage vendor relationships, hotel contracts, room blocks, housing logistics, procurement coordination and external service delivery related to events, meetings, and program implementation activities.
Coordinate attendee registration, travel logistics, transportation, and data reconciliation to ensure seamless event participation and accurate reporting.
Lead onsite event operations, staffing coordination, and attendee experience management to support successful execution of LONESTARP3 convenings and activities.
Prepare event materials, participant resources, and meeting documentation, ensuring information is accurate, accessible, and aligned with project objectives.
Develop, maintain, and continuously improve communication templates, workflows, and processes to support efficient dissemination of information before, during, and after project activities and events.
Coordinate the development and publication of the LONESTARP3 newsletter and maintain a regular cadence of content for LinkedIn and other external communication channels.
Collaborate with the Director and Research Program Manager to support stakeholder engagement, strategic communications, and dissemination of Network activities and accomplishments.
Prepare operational reports, project updates, and performance summaries for leadership and recommend process improvements to enhance efficiency, effectiveness, and participant experience.
Serve as primary liaison between COE departments and offices (e.g., Finance, Marketing and Communications, Facilities and IT, CRCI, etc.), and external contractors/vendors (Design, Website, Video) to ensure clear communication, timely coordination, and successful collaboration for all shared services and support functions.
Lead contract negotiation, execution, and management with Network members, consultants, vendors, and service providers, ensuring compliance with applicable University and College of Education policies and processes, and appropriate allocation of resources based on grant requirements.
Manage LONESTARP3 financial processes, including vendor payments, client reimbursements, expense tracking, and resource allocation across multiple funding streams.
Monitor project budgets, expenditures, and resource allocations across funded activities to ensure fiscal stewardship, alignment with approved budgets, and compliance with sponsor and institutional requirements.