Stewardship Associate, Cockrell School of Engineering

The University of Texas at Austin•Austin, UT

11d•Onsite

About The Position

The Stewardship Associate is a member of the Cockrell School of Engineering’s Development and Alumni Relations team and supports the Stewardship, Events, and Writing (STEW CREW) team, focusing on donor stewardship and planning and executing stewardship and donor recognition events for the Dean’s development team and the school. The position supports events throughout the year, including occasional evening and weekend work. The associate coordinates event logistics, supports the Dean’s stewardship calendar, maintains event budgets and payment documentation, manages guest lists and attendee records, and coordinates with campus partners and vendors. The role also assists with signature events such as donor society celebrations, scholarship luncheons, and endowment recognition events, and provides on-site event support to help ensure a professional guest experience. The position reports to the Director of Stewardship and Strategic Events. The position is based at the UT Main Campus. The standard schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m., with periodic work outside normal business hours, including evenings and weekends, as needed. It may involve standard office conditions and repetitive keyboard use. The role is expected to continue, and the earliest start date is immediately.

Requirements

Bachelor’s degree and one year of experience in administration, development, or related fields; relevant education and experience may be substituted as appropriate.
Experience planning, coordinating, and executing events.
Experience assisting with fundraising programs or performing complex administrative functions.
Experience working with confidential information.
High proficiency in computer applications, including Microsoft Office and Adobe Creative Suite.
Excellent organizational skills and attention to detail.
Excellent verbal, written, and interpersonal communication skills.
Ability to interface effectively with a wide variety of personnel.
Experience working in a diverse environment, maintaining customer focus, and implementing continuous quality improvements.
Ability to work well under pressure, adhere to deadlines, and work independently without day-to-day supervision.
Demonstrated ability to work effectively in a team-oriented environment.
Ability to exercise a high degree of initiative and judgment.

Nice To Haves

Bachelor’s degree in event management, hospitality, communications, or a related field.
Working knowledge of UT Austin policies and procedures.
Experience with donor database systems (e.g., VIP) and event registration platforms.
More than two years of experience planning and executing donor or special events, preferably in higher education or a nonprofit setting.

Responsibilities

Coordinate logistics for donor stewardship and recognition events, including venue selection, catering, vendor management, invitations, RSVP tracking, and on-site support.
Support the Dean’s stewardship calendar by coordinating with Development Officers to schedule and staff stewardship touchpoints, donor visits, and appreciation events.
Maintain event budgets and process payment documents, vendor invoices, and Procard/Citibank transactions; ensure events are documented and approved through Official Occasion Forms before execution.
Manage guest lists, seating arrangements, and attendee tracking, keeping donor and guest information accurate and up to date.
Update the CRM system used by frontline gift officers, stewardship teams, and industry relations teams.
Coordinate with campus partners, vendors, and University offices to arrange event space, AV, security, parking, and other logistical needs.
Assist with planning and executing signature stewardship events, including donor society celebrations, scholarship luncheons, and endowment recognition events.
Provide on-site event support, including setup, registration, and breakdown; work evenings and weekends as needed for event execution.
Serve as the primary contact for vendors and campus partners on stewardship events and ensure products, vendors, agreements, and Official Occasion Forms are approved well in advance.
Perform other functions as assigned.