Senior Events Coordinator, Department of Information

University of Texas at Austin

5d • Hybrid

About The Position

The Senior Events Coordinator plans, develops, and coordinates large and small events, conferences, meetings, and celebrations for the Department of Information. The role manages events from initial planning through post-event follow-up, supporting academic and student affairs as well as departmental programs. Responsibilities include coordinating logistics and guest arrangements, managing communications and registration, supporting vendor and purchasing activities, maintaining event records, and evaluating outcomes to improve future events. The coordinator may also oversee student employees or temporary event staff assigned to events.

The position is based at UT Austin’s main campus under standard office conditions. Standard hours are Monday through Friday, 8:00 a.m. to 5:00 p.m.; a flexible schedule and/or hybrid telework may be allowed. Some evening and weekend work is required for special events. The earliest start date is November 1, 2026, and the position is expected to continue.

Requirements

• Bachelor’s degree in communications, event management, hospitality, marketing, public relations, or a related field, or an equivalent combination of education and experience.
• Three years of professional experience coordinating events, programs, or related administrative operations.
• Ability to prioritize responsibilities, solve problems, manage multiple concurrent projects, and meet deadlines.
• Strong attention to detail and outstanding organizational and time-management skills.
• Professionalism, collaboration skills, and the ability to contribute constructively to a team environment.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to self-start, self-direct, and exercise sound judgment and discretion.
• Must be authorized to work in the U.S. on a full-time basis for any employer without sponsorship.
• Ability to lift, push, and pull up to 40 pounds.

Nice To Haves

• Experience coordinating events in a higher education, academic, or nonprofit setting.
• Experience working with faculty, academic departments, or university leadership.
• Experience with University of Texas at Austin event planning, business, purchasing, travel, or procurement processes.

Responsibilities

• Plan, coordinate, and execute departmental events from initial planning through post-event follow-up.
• Coordinate undergraduate, graduate, and prospective student events, including welcome programs, recruiting and admitted student events, commencement and hooding ceremonies, and student success and engagement activities.
• Coordinate academic and departmental events, including seminars, distinguished lectures, faculty meetings, symposia, workshops, receptions, and other programs.
• Collaborate with faculty, staff, students, vendors, and campus partners to plan and execute events.
• Coordinate event logistics, including room reservations, audiovisual support, catering, travel, lodging, parking, accessibility accommodations, registration, and other event services.
• Coordinate speaker and guest logistics, including travel, lodging, reimbursements, and related arrangements.
• Develop event timelines and planning materials, oversee on-site operations, and resolve event issues.
• Maintain event documentation, evaluate outcomes, and recommend improvements for future events.
• Coordinate the work of and supervise student employees or temporary event staff supporting departmental events, as assigned.
• Develop and distribute event communications, manage registration and RSVP processes, and communicate with attendees before and after events.
• Update the public-facing events calendar and create promotional materials using university branding standards.
• Research appropriate vendors, serve as their point of contact, and maintain positive vendor relationships.
• Assist with purchasing, vendor coordination, payments and reimbursements, and budget tracking in accordance with university policies.
• Maintain departmental event records, planning resources, and related documentation.
• Develop metrics to measure event success and recommend improvements.
• Perform other duties and special projects as assigned.

Benefits

• Competitive health benefits, with employee premiums covered at 100% and family premiums at 50%.
• Voluntary vision, dental, life, and disability insurance options.
• Paid vacation, sick time, and holidays.
• Teachers Retirement System of Texas defined-benefit retirement plan with employer matching.
• Flexible spending accounts for medical and childcare expenses.
• Free access to UT Austin libraries and museums.
• Free rides on UT Shuttle and CapMetro with staff ID.

What This Job Offers

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