Senior Events & Engagement Coordinator

University of Texas at Austin

1d•$60,000•Onsite

About The Position

Are you passionate about creating memorable experiences and building connections? This role is your chance to bring energy and precision to a dynamic department that thrives on collaboration and innovation. From high-profile conferences to intimate alumni gatherings, you’ll be at the heart of events that shape the future of biomedical engineering at The University of Texas at Austin. Purpose To design and deliver exceptional events and engagement initiatives that strengthen the department of biomedical engineering’s academic community, foster meaningful connections with alumni and industry partners, and support strategic goals through effective planning, communication, and relationship management.

Requirements

Bachelors degree and five years experience coordinating events or handling complex logistics for an organization
High degree of proficiency in computer applications, including Microsoft Office, Adobe, Zoom, Teams, DocuSign
Excellent verbal, written, and interpersonal communication skills.
Strong organizational skills and attention to detail
Must be able to work well under pressure and meet overlapping deadlines
Demonstrated ability to pivot between independent and collaborative work environments
Relevant education and experience may be substituted as appropriate.

Nice To Haves

More than five years of direct or translatable experience.
Working knowledge of UT-Austin policy and process for payment vouchers (entertainment, travel, vendor invoices, speaker honorariums), vendor setup, preparing business contracts, travel/transportation, hotel accommodations.
Demonstrated experience developing and implementing standards and process improvement.
Experience with LinkedIn

Responsibilities

Event Planning & Execution Plan and deliver a wide range of departmental events, including: weekly seminar series, Annual Biomedical Engineering Society (BMES) conference exhibit booth and reception, External Advisory Committee meetings, graduate and faculty recruiting events, alumni engagement activities, industry engagement events, academic advising office events, and other ad hoc events hosted by the department or faculty
Manage all event logistics: secure venues and parking, coordinate catering, develop guest lists, send invitations, negotiate hotel and restaurant contracts, prepare run-of-show, and ensure A/V needs are met
Attend and oversee events to ensure smooth operations and an exceptional participant experience
Relationship Building & Outreach Foster and maintain strong relationships with industry partners, alumni, and external stakeholders through events and engagement activities
Serve as a liaison for industry engagement initiatives, ensuring meaningful connections that support departmental goals
Collaborate with faculty and leadership to identify opportunities for strategic partnerships
Communication & Promotion Act as the primary point of contact for all event-related inquiries
Manage event promotion through MailChimp and other communication channels
Communicate schedules, itineraries, and event details with clarity and professionalism
Correspond with internal and external guests to ensure a positive experience.
Financial & Administrative Management Oversee event budgets, monitor expenses, and ensure compliance with university and Cockrell School policies
Arrange travel and lodging for faculty, staff, and guests in accordance with university guidelines
Process payments and travel reimbursements accurately and promptly
Purchase and coordinate shipping of promotional materials and supplies
Support the seminar series committee with weekly programming and logistics