Office of the President - External Relations Administrative Program Coordinator

Job Posting Title:

Office of the President - External Relations Administrative Program Coordinator

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Hiring Department:

Office of the President

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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:

May 27, 2025

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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

You’ll be working for a university that is internationally recognized for our academic programs and research. Your work will make a difference in the lives of university faculty and staff, thereby enhancing the student experience. If you’re the type of person that wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin. UT Austin provides an outstanding benefits package including but not limited to:

• 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
• For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards 

Must be eligible to work in the US on a full-time basis for any employer without sponsorship.
 

Purpose

To assist with operations and support to the Office of the President's External Relations department, the Director of External Relations, and Deputy to the President.

Responsibilities

• Program Management: Assist in coordinating all phases of external relations programs including maintaining database information, creating timelines, executing action items, documenting processes. Provide programmatic administration of unit-wide CRM application (Salesforce). Provide ongoing review of data hygiene and sourcing, programmatic application in business process, and use education and application. Organize and manage high volume ticket and parking pass inventory. Recommend new procedures for improvement and continued success.
• Event Management: Assist in managing complex ticket inventory, collecting invitation responses, and distributing electronic communication to important guests for athletics, performing arts, and special University events. Collaborating with University departments. Assist in coordinating one-time or recurring meetings including scheduling, preparing itineraries, and serving as an official liaison between the University and guests. Provide support in researching, coordinating, and distribution of inventory for presidential guests. Host presidential events as needed.
• Administrative Support and Financial Management: Independently manage and perform general administrative duties not limited to purchasing supplies, generating and routing University forms, processing event and departmental payments. Maintain vendor relationships; maintain frequent communication with special groups, external agencies, and university departments. Assist with overseeing bookkeeping responsibilities for athletics and performing arts events tickets, parking, and catering expenses including collecting, processing, and tracking payments, invoices, and expense reports; maintaining financial records and databases.
• Supervision: Recruit, hire, and train temporary staff and student employees as needed. Provide oversight on employee tasks and projects and evaluate performance. Coordinate staff training to de