Events & Travel Coordinator, Department of Aerospace Engineering and Engineering Mechanics
The University of Texas at AustinAbout the role
Job Posting Title:
Events & Travel Coordinator, Department of Aerospace Engineering and Engineering Mechanics----
Hiring Department:
Department of Aerospace Engineering and Engineering Mechanics----
Position Open To:
All Applicants----
Weekly Scheduled Hours:
40----
FLSA Status:
Exempt----
Earliest Start Date:
May 19, 2025----
Position Duration:
Expected to Continue----
Location:
UT MAIN CAMPUS----
Job Details:
General Notes
As a top-10 engineering school, the Cockrell School of Engineering at The University of Texas at Austin has been a global leader in technology innovation and engineering education for over a century. As the new space age emerges, the Department of Aerospace Engineering and Engineering Mechanics at The University of Texas at Austin continues its long history of being a world leader across a breadth of disciplines. Teaching and research activities take place in the areas of space engineering/science, aviation, robotics, computation, mechanics and more. At UT Aerospace, where our academic programs rank among the top 10 in the nation, the sky is not the limit!
UT Austin provides outstanding employee benefits and total rewards packages that include:
Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)
Voluntary Vision, Dental, Life, and Disability insurance options
Generous paid vacation, sick time, and holidays
Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds
Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)
Flexible spending account options for medical and childcare expenses
Robust free training access through LinkedIn Learning plus professional conference opportunities
Tuition assistance
Expansive employee discount program including athletic tickets
Free access to UT Austin's libraries and museums with staff ID card
Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card
Purpose
To plan, coordinate and execute events and travel for the Department of Aerospace Engineering and Engineering Mechanics.
Responsibilities
Coordination, planning, production and implementation of large-scale alumni outreach events and various strategic initiatives. Represents the Department of Aerospace Engineering and Engineering Mechanics at events with a high level of professionalism and decorum.
Collaborate with development, communications, and administrative staff to strengthen alumni and corporate relations by coordinating and supporting strategic events.
Coordinate the department seminar programs by scheduling meetings for visitors, reserving rooms, and working with communications on posting and communications of seminars. Responsible for set-up and clean-up of seminar refreshments.
Schedule, plan and execute departmental events like faculty workshops, fall and spring gatherings, retirement parties, holiday parties, birthdays, faculty/staff retreats, faculty/staff meetings, and all other relevant events.
Assist Advising Team to execute annual student recruiting events by coordinating all meals and catering, hotel room blocks and contract negotiation, room reservations, and coordination of poster session. Work with Advising Team to execute other student activity events like graduation receptions, and poster symposiums.
Departmental catering contact to include seminars, faculty research meetings, and other meetings. Departmental room scheduler. Book rooms by way of the registrar’s room scheduling system and on the ASE room reservation system and sends email confirmation to requestor.
Ensure timely notifications, RSVP, and follow up information is distributed and tracked, and relevant information is appropriately advertised. Oversee all event logistics, including venue selection, budget forecasting and assisting with event-related contracts in accordance with University and Cockrell School policy. Act as a liaison between venue/facility staff and all vendors. Supervise volunteers and on-site staff in event execution, ensuring University and department policies are followed and event-rel
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