Events and Logistics Coordinator, College of Pharmacy

Job Posting Title:

Events and Logistics Coordinator, College of Pharmacy

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Hiring Department:

College of Pharmacy

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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:

Job Description Summary:

The Events and Logistics Coordinator reports to the Executive Assistant to the Dean to coordinate and support official events for the College of Pharmacy.

Job Description:

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The University of Texas at Austin provides competitive compensation plans plus a comprehensive benefits package that includes: insurance and Teachers Retirement System (TRS) retirement benefits; paid vacation, sick and holiday time off; access to employee professional development and wellness services; the opportunity to qualify for the Public Service Loan Forgiveness (PSLF) federal program; flexible work arrangements and more.

General Notes

This position may perform work both in-person and remotely, as determined by supervisor and the needs of the college. Flexible work arrangements are available in the College of Pharmacy.

This position will be required to work additional hours and weekends and occasional travel as needed to complete time-sensitive projects, facilitate events and programs.

Purpose

The Events and Logistics Coordinator reports to the Executive Assistant to the Dean in the College of Pharmacy to coordinate and support events for the College of Pharmacy.

Responsibilities

• Attends and oversees the logistics of official College of Pharmacy events to ensure smooth execution, resolving any problems or difficulties that arise. Represents the college at university sponsored events with a high level of professionalism and decorum. Oversees financial management for program activities, including monitoring event budgets. Ensures expenses align with allocated funding. Ensures purchases and contracts are managed in accordance with university policy.

• Coordinates all activities required to plan and execute college events in dean portfolio, including securing facilities; menu selection and catering coordination; participation in the development of guest lists; coordinating and extending invitations; and ensuring audio/visual needs are met. In coordination with senior development staff, may participate in the support of important relationships with alumni, donors, foundation and corporate representatives and other VIPs for the purposes of executive events, and completes appropriate post-event follow up with all contacts.

• Liaises on administration and planning of Development and Alumni Relations events, both locally and nationally, in close coordination with the development team administrative support.

• Coordinates the planning, preparation, and administrative execution of a variety of smaller development, academic affairs and other college-wide occasions including, but not limited to small/regional receptions with alumni and college leaders; on-campus events such as tours, conferences, lectures, VIP meetings, faculty candidate visits, seminars, student organization events and key donor meetings.

• Works effectively with representatives from central university offices, and other organizations outside of UT to coordinate events and link important college campaigns with broader UT strategic funding goals. Disseminates collateral materials to Central Development for purposes of expanded fundraising effort.

• Additional duties as required.

Required Qualifications

Bachelor’s degree and at least 1 year’s experience executing events and special occasions. Demonstrated experience in decision making and critical thinking, tactical planning, problem solving and knowledge of organizations. Demonstrated success in planning events and occasions, including budgeting. Proficiency in written, verbal and visual communications fo