Events Program Coordinator

Job Posting Title

Events Program Coordinator ----

Hiring Department

Academic Affairs ----

Position Open To

All Applicants ----

Weekly Scheduled Hours

40 ----

FLSA Status

Exempt from FLSA ----

Earliest Start Date

Immediately ----

Position Duration

Expected to Continue ----

Location

UT MAIN CAMPUS ----

Job Details

General Notes

Extended Education Ventures (EEV) ( https://extendedcampus.utexas.edu/ ) is a self-supporting unit within The University of Texas at Austin that enables the development, delivery, and promotion of continuing and professional education across the university.

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.

At EEV we strive to create a talented, inclusive workplace. To ensure alignment, we follow these fundamental core values: Service, Collaboration, Inclusivity, Excellence, Future-focused, and Integrity.

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

Occasional evening and weekend hours may be required. May be occasionally required to physically attend off-site meetings.

Purpose

The Events Program Coordinator maintains a portfolio of existing and potential clients and tracks monthly sales closures. This role assists with coordinating and scheduling events, and identifying, acquiring and contracting new clients for the Thompson Conference Center (TCC) and the Lady Bird Johnson Auditorium (LBJ).

Responsibilities

• Work with clients, staff, and catering to submit required financial information of an event within established guidelines and time frames. Provide on-site direction for successful execution of activities and support services before, during, and after an event. Assist with client needs and requests. Maintain relationships with existing customers. Coordinate multiple complex events within any given period. Facilitate and maintain communication of event timelines and operational requirements between clients, vendors, and employees. Assist with logistics of room reservation, coordination of room setup, and deliverables for clients both internal and external to the university. Follow up on set-up requests as necessary by providing diagrams. Work with the appropriate staff to schedule the proper personnel needed for the successful execution of assigned events, which may include weekends. Support and sell virtual and hybrid events by becoming a specialist in Zoom and other virtual platforms. The team handles all the behind-the-scenes details for virtual /hybrid events so presenters can focus on their presentations. This includes keeping current with changes in technology, having practice sessions to go over the run of show,  facilitating Q&A and polling, and creating the conference web page.
• Responsible for all conference services operations, including working with other event coordinators and associate director to analyze, recommend and implement business process improvements. Develop and recommend strategic goals for the conference center by developing short- and long-term operational and revenue goals. Collaborate with other event coordinators in implementing and monitoring plans supporting the overall growth of the unit. Attend weekly planning and staff meetings.
• Responsible for identifying, contacting, and acquiring new clients, which includes on-site and off-site visits to develop new business to meet the associate director’s revenue goals.  Responsible for contract negotiations, communications, preparation, and closure following the University’s guidelines. May be required to travel to meetings and events off-site.
• Develop and propose marketing strategies to reach conference office revenue goals.  Implement improved methods to expand audience base and track results of marketing efforts. Analyze customer surveys to improve processes. Collaborate with senior marketing coordinator, staff, vendors, and clients to develop and plan the delivery of marketing and publicity of TCC services.
• Maintain departmental records, prepare invoices, run event reports, updating of sales kits, and other administrative duties as assigned. Update Mazevo reservation system quarterly with rate changes or any necessary maintenance. Update TCC website when necessary.  Work with student employees according to the event schedule. Assist with supervision and training and approving timesheets.
• Develop strategic alliances with professional conferencing organizations. Develop partnerships within the UT organization. Assist and attend TCC events and meetings, as requested. Coordinate conference services operations with other UT personnel. Request work service from UT Facilities or ITS when necessary. Ensure work is completed as requested for LBJ events.

Required Qualifications

High School diploma or GED. Three years of experience coordinating or administering a program, including at least two years’ experience coordinating complex events and meetings in a conference center or similar facility. Experience working with multiple projects or tasks with the ability to handle those tasks efficiently and professionally. Capable of working in a fast-paced environment and meeting deadlines. Experience with Microsoft Office including Excel, Outlook, and Word. Ability to use UT Box and Zoom, and learn the following software programs: Mazevo reservation system, Drupal, and Calendly. Ability to successfully work with a high degree of flexibility and patience, while maintaining a productive, team-oriented relationship. Strong interpersonal and customer service skills. Demonstrated ability to build and maintain positive relationships. Ability to work independently with minimal supervision, take initiative, and demonstrate strong skills in problem solving. Demonstrated organizational skills and attention to detail. Demonstrate regular attendance and punctuality. Excellent organization and communication skills. Professional demeanor and dress.

Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's degree. More than the required number of years’ experience with program coordination and complex events in a conference center. Familiarity with current trends and trade publications and knowledge of web design applications. Experience creating and distributing E-newsletters.

Salary Range

$45,000 + depending on qualifications

Working Conditions

• May work around standard office conditions
• Repetitive use of a keyboard at a workstation
• Use of manual dexterity
• Lifting and moving

Required Materials

• Resume/CV
• 3 work references with their contact information including email addresses; References submitted should be professional and not personal and at least one reference should be from a supervisor
• Letter of interest

Important   for applicants who are NOT current university employees or contingent workers:  You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.