Senior Events Program Coordinator

Job Posting Title:

Senior Events Program Coordinator

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Hiring Department:

Lyndon B Johnson School of Public Affairs

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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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:

Purpose

The Senior Events Program Coordinator leads the planning and execution of strategic events for the LBJ School of Public Affairs at The University of Texas at Austin, supporting the school’s academic and community goals.

Responsibilities

1) Leadership and Coordination: 

• Lead and oversee all aspects of event planning, collaborating with the Dean, Business Units, Event Leads, Assistants, Chief Marketing Officer, Administrative Event Liaison, Facilities Event Liaison, Event Staff, Faculty, and Event Partners. 

• Lead pre-event consultations, oversee venue selection, and manage vendor relationships. 

• Lead on developing comprehensive event agendas, ensuring seamless show flow. 

• Spearhead and manage event promotion and registration efforts 

• Create and make recommendations on Event Budget and ensure budget compliance  

• Facilitate vendor payment with the Accounting and BAS teams  

• Serve as the face of LBJ events within the school, on campus, and across external partners  

• Identify and manage Event registration technologies  

• Interview new LBJ staff across the school for hire, including for the Communications team and for The Patman Center  

• Manage an events student associate  

2) Strategic Planning: 

• Lead pre-event planning meetings and post-event reporting. 

• Prepare detailed summaries of event execution, expenses and guest feedback, providing recommendations for enhancing event planning processes. 

• Establish, oversee and manage 3 event proposal periods at the LBJ School  

• Allocate event resources effectively (funding, staff and supplies)  

• Identify and secure event partners and sponsorships   

3) Event Execution: 

• Lead diverse range of ceremonial, reputational, and academic events for the Dean's Office and other LBJ units, with attendance ranging from 25 to 1000+. 

• Manage forums, conferences, roundtables, summits, industry speakers, galas, symposiums, panels and paid event sponsorships  

• Recruit event volunteers and staff from across the school to cover event needs  

4) Marketing and Communications:

• Coordinate planning for content needs and coverage related to events

• Lead event marketing, retargeting and audience segmentation efforts. 

• Create participant registration landing pages 

• Develop and distribute event announcements  

• Market events on internal and external calendars  

• Create event names and event descriptions with an eye toward marketability  

• Oversee RSVP lists and attendance reports 

• Oversee paid event sponsorships including the brand presence and creative (NASPAA, APPAM and others)  

• Oversee audience segmentation and digital marketing retargeting initiatives to maximize event attendance  

• Oversee email marketing optimization efforts including survey integration, A/B testing, audience segmenting  

• Promote and amplify events for the LBJ School and associated centers  

• Oversee a monthly marketing event newsletter to strategically promote events hosted by LBJ, the Foundation and Library, and associated centers. 

• Develop messaging around event marketing 

• Launch new event programs including Policy Lessons from the Past and the Policy in Motion Series  

• Oversee event merchandise 

• Create and post event recaps to LBJ web site

5) Consultation and Collaboration: 

• Lead strategic consultation to LBJ and external groups regarding space utilization, vendor options, and marketing strategies. 

• Manage LBJ space requests in collaboration with the LBJ Facilities Manager, coordinating with stakeholders at the LBJ Library and TCC. 

• Order branded assets for activation, enhancing the capacity to b