Senior Coordinator of University Events & Experiences

University of Texas at Austin

24d•$62,000•Onsite

About The Position

The Senior Coordinator of University Events & Experience 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, and on-site execution. Additionally, the position collaborates with UEE finance to ensure accurate documentation and compliance with university standards. Through proactive coordination and attention to detail, 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, hospitality, operations, or related field.
At least two years of experience in event management, 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, 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 higher education 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 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

Build and maintain effective working relationships with office colleagues, University services, external vendors, student organizations, and campus partners.
Schedule kickoff and follow-up planning meetings for assigned events with project managers.
Prepare agendas for meetings with external stakeholders as needed.
Manage event budgets and production schedules in real time, ensuring accurate, up-to-date information is maintained.
Maintain and organize all event files ensuring all documents (estimates, BEOs, POs, contracts, invoices, OOEFs, approvals, diagrams, service requests, work orders, invitations, official communications, ROSs, final presentation slides/videos, event photos, etc.) are properly saved in designated Box folders.
Provide coordination of assigned tasks specific to event planning for Donor Engagement and Strategic Engagement events and other events assigned.
Independently provide proactive day-to-day logistical planning and coordination of general production duties for Donor Engagement and Strategic Engagement events including but not limited to: Venue and space reservations Vendor contracting and management (rentals, catering, photography, etc) Parking and transportation requests Security notifications and requests Facilities work orders Identify staffing levels and submit requests through internal processes Manage on-site student volunteer and student intern support Book entertainment and music performers
Provide on-site event execution: Manage production schedule, safety coordination, load-in/setup, and strike/reset activities with campus partners and vendors, ensuring smooth execution during assigned events.
Collaborate with UEE finance to ensure the timely procurement and payment of all outside vendors with adherence to State and University policies.
Execute event close-out processes ensuring final versions of production schedules and budgets are completed, fully accurate, and PDF versions are saved into event folders on Box within 2 weeks of the end of the event.
Additional duties as assigned.