Events Program Coordinator

Job Posting Title:

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Hiring Department:

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Position Open To:

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Weekly Scheduled Hours:

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FLSA Status:

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Earliest Start Date:

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Position Duration:

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Location:

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Job Details:

For more than 75 years, the School of Social Work at The University of Texas at Austin has led Texas in developing leaders and changemakers committed to advancing society through innovative teaching, impactful scholarship and compassionate service.

Ranked as one of the nation's top 10 schools of social work for more than 20 years, UT Social Work pioneers interdisciplinary approaches to social work education.

Benefits package:

• 100% employer-paid basic medical coverage

• Retirement contributions

• Paid vacation and sick time

• Paid holidays

• Free access to museums and cultural centers in Austin

• Free use of Capital Metro Bus & Rail System

For more information on benefits: https://hr.utexas.edu/learning-development/resources/employee-experience

This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described.Even if you don't qualify or have specific experience in every facet of this role, we encourage you to apply.

This position supports UT Social Work and its Office of Marketing and Communications to plan and execute internal and external events. This position will ensure that all events run smoothly and are aligned with UT Social Work's mission of excellence. Additionally, the position works within a team to support the overall needs of the department and school.

• Execute and oversee logistics from start to finish for internal and external events at UT Social Work, ranging from faculty lunches to donor events to national conference speaking engagements and receptions.

• Create and manage event production timelines and collaborate with event owners to ensure timelines, priorities, and deliverables are met.

• Determine on-site staffing needs and communicate schedules/responsibilities for events and ensure content/messaging and technical or other services are in place for execution.

• Collaborate with UT Social Work's director of marketing and communications, as well as necessary facilities and space director, to coordinate electronic and printed invitations, announcements and event programs.

• Manage the UT Social Work public-facing events calendar and maintain a robust internal calendar document.

• Research and identify appropriate vendors. Serve as point of contact for vendors and maintain positive vendor relationships. Coordinate with internal business processors on vendor contracts and execution of payment to vendors.

• Track and maintain event expenses and budgets. Develop metrics to measure event success and provide recommendations for improving future events. Maintain detailed event recaps and support documents.

• Other duties as assigned.

• Bachelor's degree (equivalent combination of relevant experience may be substituted as appropriate.)

• At least one to two years of experience coordinating events

• Excellent communication skills

• Demonstrated ability to prioritize responsibilities, problem solve, manage multiple concurrent projects, and meet deadlines

• Ability to show good judgement and proactive decision-making

• Strong positive interpersonal and customer service skills

• Solid project management and organizational skills

• Proficiency in MS Outlook, MS Excel, and MS Word

• Three or more years of experience in event coordination

• Experience with facilities and vendors at The University of Texas at Austin

$51,000+ depending on qualifications

• Standard office conditions

• Manual dexterity

• Repetitive use of a keyboard at a workstation

• Lifting and moving as associated with set up and break down of events. Must be able to lift up to 25 pounds

• Duties require some evening and occasional weekend work to coordinate special events and programs as needed

• This position is based in Austin, Texas and is required to work on campus

• Monday - Friday, 8:00 am - 5:00 pm

• Occasional/seasonal evening and/or weekend work

• Occasional travel required

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

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Employment Eligibility:

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Retirement Plan Eligibility:

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer,complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.