Administrative Program Coordinator

Job Posting Title:

Administrative Program Coordinator

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Hiring Department:

PRC Commons Building

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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:

General Notes

PRC Commons provides updated meeting space, the latest technology and delicious dining complemented by an exceptional and service-oriented staff. We serve the university community and a broad range of businesses, state agencies and associations' in-person and hybrid event needs. For more information on PRC Commons, please visit: https://commons.utexas.edu/commons.

Your skills will make a difference. 

 

You’ll be working for a university that is internationally recognized for our academic programs and research. Your work will contribute to operational excellence and enhance 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 . 

 

 

No sponsorship 

Must be authorized to work in the United States on a full-time basis for any employer without sponsorship. 

Hybrid remote work

Hybrid remote/in-office

 

Purpose

Provide administrative support to department in the planning and execution of services at the Commons Conference Center. Enter and track event logistics and booking details.

Responsibilities

• Assist university, state and industry conference planners with room reservations in event management software (Momentus). Create reservations, proposals, send approvals and confirm events. Give facilitiy tours. In collaboration with customers, plan and organize all details for conference execution. Update requirements and estimates. Upsell food, beverage, AV. 
• Coordinate with staff members on event planning needs on a daily and weekly basis. Anticipate customer requirements, follow up and set up additional services for the customers as needed.
• Assist with departmental billing and invoicing of event services and vendor payments.
• Serve as on-site point of contact during in-house events, addressing needs and providing assistance to customers.
• Assist with setup and breakdown of event furniture, equipment and services.

Required Qualifications

Experience planning and coordinating meetings.  Excellent communication, interpersonal and teamwork skills. Experience in providing customer service and ability to handle stressful situations diplomatically. Professional demeanor and punctual attendance. Occasional extended evening and weekend hours.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Familiarity with Event Reservation and/or accounting software. 

Salary Range

$44,000 + depending on qualifications

Working Conditions

• All weather conditions
• Standard office
• Keyboard
• Manual dexterity
• Lifting and moving

Required Materials

• Resume/CV
• 3 work references with their contact information; at l