Student Event Associate

University of Texas at Austin

1d•Onsite

About The Position

The Student Event Associate will support the planning and execution of university events. Responsibilities include coordinating event logistics, managing communications, assisting with setup and teardown, maintaining inventory, and ensuring event spaces are prepared. The role requires strong organizational skills, attention to detail, and the ability to work collaboratively with various stakeholders.

Requirements

Complete 24 semester hours before employment.
Work a minimum of 5 hours per week.
Maintain a GPA of 2.5 or above and remain in good disciplinary standing.
No other assistantship or employment during the period of employment, unless approved (max 5 hours/week on-campus).
Limit course load to 16 credit hours during long sessions and 12 hours during summer.
Must be a regularly enrolled student at the University of Texas at Austin as defined by the Quantity of Work Rule in the General Information catalogue.
Must have a Texas driver’s license. Staff will operate a University vehicle due to the nature and responsibility of this position.

Responsibilities

Direct emails to the appropriate individual and respond to emails within 48 hours.
Partner with stakeholders to coordinate meetings and review event proposals.
Enter event details into the Momentus system.
Provide day-of event support across four campus locations, including coordinating real-time changes, delivering audiovisual (AV) assistance, and offering responsive customer service and problem-solving to both clients and stakeholders.
Conduct walkthroughs of event spaces before and after events and coordinate with the Event Organizer.
Communicate changes to appropriate parties and assist with event setup flips.
Support Conference and Event Services leadership by providing event-related information and operational support.
Pull inventory and create event-specific setups.
Maintain inventory lists, research new supplies, and oversee AV and event equipment inventories.
Order, prepare, and distribute event materials.
Document damaged or missing items.
Operate and monitor lighting, AV systems, and door access.
Assist with interviews for Longhorn Hospitality and plan training for new student staff.
Maintain Event Service documentation in designated locations and systems.
Update and create web content related to events and conferences.
Compile assessment feedback for events and conferences.
Schedule benchmarking meetings with other universities.
Create proposals based on benchmarking.
Other duties as assigned.