Senior Coordinator for University Events

University of Texas at Austin

6d•Onsite

About The Position

The Senior Coordinator of University Events facilitates the successful planning, execution, and close-out of university events. By building and maintaining effective relationships with colleagues, university services, external vendors, and campus partners, the Senior Coordinator ensures seamless collaboration and execution throughout all phases of event production. The role is responsible for scheduling and participating in planning meetings, managing event budgets and production schedules in real time, and maintaining meticulous organization of all event documentation. The Senior Coordinator provides hands-on logistical support, overseeing venue reservations, vendor management, transportation, security, facilities requests, staffing, entertainment bookings, event design, and on-site execution. Additionally, the position collaborates with UEE finance to ensure accurate documentation and compliance with university policy. An ideal candidate demonstrates clear passion for creating unique events and experiences – staying current on industry trends and best practices through social media, trade publications, and professional resources. Through proactive coordination, attention to detail and creativity, the Senior Coordinator plays a critical role in delivering exceptional event experiences that align with the university’s mission and objectives. 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

Bachelor’s degree or equivalent experience in event management, event, theatre or interior design, hospitality, operations, or a comparable role, preferably supporting logistics for private and large-scale events.
Demonstrated strong organizational, interpersonal, and communication skills with the ability to manage multiple priorities discreetly and effectively.
Proficiency in Microsoft Office Suite, calendar management, project management, and inventory management systems.
Experience using event management and asset tracking software.
Proven ability to exercise sound judgment and adapt in fast-paced environments.
Detail-oriented with the capacity to manage several projects and meet tight deadlines.
Experience coordinating logistics, site planning, and on-site supervision of third-party labor and vendors.
Skilled in maintaining standard operating procedures (SOPs).
Demonstrated commitment to professionalism, accountability, and providing excellent service to stakeholders.
Ability to lift 30 pounds or more, as needed.
Willingness and availability to work nights, weekends, and travel as required to support event operations.

Nice To Haves

Four or more years of experience in event management, event, theatre or interior design, hospitality, operations, or a comparable role, preferably supporting logistics for private and large-scale events.
Experience supporting donor engagement and strategic engagement events in a university setting.
Proven experience in budget management, production scheduling, and real-time project coordination for complex events.
Proficiency with Box or other cloud-based document management systems for organizing event files and records.
Proven ability to independently manage of all aspects of event logistics, including venue reservations, vendor contracting, transportation, security, facilities, entertainment bookings, and on-site execution.
Familiarity with state and university procurement policies and procedures.
Strong problem-solving skills and the ability to adapt to evolving event requirements.
Experience supervising and coordinating student volunteers or interns.

Responsibilities

Assist with planning and executing high-profile University events, including presidential, donor, ceremonial, and special events.
Build strong working relationships with colleagues, campus partners, student organizations, University services, and vendors.
Schedule planning and post-event meetings; prepare agendas and materials as needed.
Maintain production schedules, timelines, task lists, and event documentation to keep projects on track.
Organize event files, including estimates, contracts, invoices, approvals, diagrams, service requests, communications, run-of-show documents, presentations, videos, and photos.
Support event design by researching linens, florals, furnishings, décor, and other creative details.
Assist with procurement, assembly, organization, and distribution of event materials, branded gifts, welcome packages, and promotional items.
Coordinate day-to-day event logistics, including venue reservations, vendor contracting, transportation, security, facilities, staffing requests, student support, and entertainment bookings.
Manage assigned logistics independently, provide regular project updates, and proactively identify challenges and solutions.
Provide on-site support for vendor coordination, setup, guest experience, troubleshooting, event execution, and post-event strike.
Submit purchase requests, contracts, payment requests, and financial documentation in accordance with University, State, and internal procedures.
Complete post-event reconciliation within two weeks, including budgets, schedules, documentation, invoices, and event records.
Additional duties as assigned.