Coordinator for University Events

Job Posting Title:

Coordinator for University Events

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Hiring Department:

University Development Office

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt from FLSA

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

About The University of Texas at Austin

What starts here changes the world.

The University of Texas at Austin, founded in 1883, ranks among the best universities in the world. With 76 programs ranked in the top 10, UT Austin is the #1 public university in Texas and the #7 public university in the nation.

Like the state it calls home, The University of Texas at Austin is a bold, ambitious leader supporting more than 55,000 students, 4,750 faculty, 15,000 staff and top national programs across 18 colleges and schools. Amid the backdrop of Austin, Texas, a city recognized for its creative and entrepreneurial spirit, the University provides a place to explore countless opportunities for tomorrow’s artists, scientists, athletes, doctors, entrepreneurs and engineers.

Learn more about UT’s mission and values and leadership.

Why Join Texas Development?

The University of Texas at Austin is a thriving hub of learning and discovery that anchors our city and enables excellence and innovation on the highest level. And it’s only possible because generous supporters believe in the power and promise of our state’s flagship university to change the world. With more than $6 billion raised in the What Starts Here campaign, Texas Development is quickly becoming one of the best fundraising programs in public higher education.

Texas Development is a dynamic community of 500+ fundraising professionals across the Forty Acres. We strive to reach the highest levels of achievement and success in all that we do by creating meaningful and powerful experiences for our donors.

Follow your passion, grow your career and help us change the world.

Benefits

The University provides a competitive benefits package that includes insurance and retirement benefits in addition to other programs and services.

Texas Development supports growth by offering professional development opportunities that help every team member accomplish their goals, enrich their skillset and deepen their engagement with UT.

Purpose

The Coordinator for University Events supports the planning and execution of a variety of university events, ensuring smooth collaboration with colleagues, campus partners, and vendors. Responsibilities include scheduling meetings, organizing budgets and event documents, handling logistics such as venue reservations, vendor management, transportation, security, facilities, staffing, entertainment, and on-site support. The coordinator works with UEE finance to maintain accurate records and compliance. Through proactive organization, this role helps deliver high-quality events that support the university’s mission.

Responsibilities

• Build and maintain effective working relationships with office colleagues, University services, external vendors, student organizations, and campus partners.

• Schedule kick-off, planning and post-event meetings as assigned; prepare agendas for meetings with external stakeholders as needed.

• Maintain event budgets and production schedules in real time, ensuring accurate, up‑to‑date information is maintained.

• Maintain and organize all event files ensuring all documents (estimates, BEOs, POs, contracts, invoices, OOEFs, approvals, diagrams, service requests, work orders, invitations, official communications, ROSs, final presentation slides/videos, event photos, etc.) are properly saved in designated folders.

• Provide coordination of assigned tasks specific to event planning for events assigned.

• Independently provide proactive day-to-day logistical coordination of general production duties for events including but not limited to:

  • Venue and space reservations

  • Vendor contracting (rentals, catering, photography, etc.)

  • Parking and transportation requests