Senior Events Program Coordinator

Job Posting Title:

Senior Events Program Coordinator

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Hiring Department:

Department of History

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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

What benefits do I receive with UT? The university offers an impressive benefits package. For more details on benefits, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards.

This position is eligible for a hybrid Flexible Work Arrangement (FWA) (on-campus and remote work). FWA arrangements are subject to manager approval and may shift due to changes in business needs. The remote location must have a reliable internet connection to support working remotely. UT policies on Flexible Work Arrangements are available at https://hr.utexas.edu/current/fwa.
 

For more information about the College of Liberal Arts, please visit: https://liberalarts.utexas.edu/.

Our college seeks to build a supportive, growth-minded community and cultivate outstanding and courageous leaders. For more information on the college staff leadership academy, please visit:
https://liberalarts.utexas.edu/resources-for-faculty-staff/staff-leadership-academy/.

For more information on college staff professional development, please visit:
https://wikis.utexas.edu/display/larc/Staff+Professional+Development+Fund.

Purpose

To provide event program coordination to the History Department, including coordinating department events, conferences, and workshops. Provide general administrative support to the History department.

Responsibilities

• Responsible for coordinating all History Department events: plans events, identifies vendors, and confers with stakeholders regarding logistics, event goals, and objectives. Liaises with participants to identify their needs and ensures customer satisfaction.
• Administers faculty-sponsored conferences: coordinates event logistics, registration, and expenses. Manages conference budgets.
• Administers Normandy Scholars Program: coordinates international travel, events, and lodging for faculty and students, as well as other programmatic and budgetary duties.
• Manages all event details including catering, entertainment, room reservation, transportation, venue, invitee list, special guests, equipment, AV, décor, and promotional material. Sets up and supervises entire event.
• Make sure administrative documents, contracts, foreign and domestic guest speaker travel, and honoraria are processed in timely manner by the financial team. 
• Works with History team to coordinate and publicize events via emails, newsletters, social media, and in-person presentations. Manages marketing materials. Maintains alumni databases.
• Creates and maintains electronic files, templates and tools to provide evaluations and lessons learned from events. Maintains an inventory of participants and event resources. Provides feedback and periodic reports. Ensures compliance with UT and COLA rules and regulations.
• Other duties as assigned.

Required Qualifications

Bachelor's degree.  Three years of related experience in event and/or conference planning or coordination. Excellent customer service and verbal and written communication skills. Ability to manage multiple and often simultaneous, equally important large events. Ability to multi-task effectively and produce high-quality work under time constraints. Flexible and able to adapt to changing timelines and circumstances. Experience using event platforms for registration and communications (e.g., Attend, MailChimp). Experience with Microsoft Word and Excel for production of event materials (e.g., mail merge). Exceptional interpersonal skills and an ability to work collaboratively and effectively with others in a team environment.

Relevant education and experience m