Senior Events Coordinator, Department of Information

About the job

Job Posting Title:

Senior Events Coordinator, Department of Information**----**

Hiring Department:

Department of Information**----**

Position Open To:

All Applicants**----**

Weekly Scheduled Hours:

40**----**

FLSA Status:

Exempt from FLSA**----**

Earliest Start Date:

Nov 01, 2026**----**

Position Duration:

Expected to Continue**----**

Location:

UT MAIN CAMPUS**----**

Job Details:

General Notes

In a world where information is one of our most important resources, the iSchool (https://ischool.utexas.edu/about) is changing the ways we interact with information and technology — making the world a better, fairer place and protecting our collective memory. You'll be working for a university internationally recognized for its academic programs and research. If you want to know that your work has meaning and impact, you'll like working in our department and at UT Austin.

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

UT Austin offers a comprehensive benefits package (https://hr.utexas.edu/prospective/benefits), including:

• 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

• Flexible spending accounts for medical and childcare expenses

• Free access to UT Austin libraries and museums, and free rides on UT Shuttle and CapMetro with staff ID

Purpose

The Senior Events Coordinator is responsible for planning, developing, and coordinating large and small events, conferences, meetings, and celebrations for the Department of Information.

Responsibilities

• Coordination of events for academic and student affairs. Plan, coordinate, and execute departmental events from initial planning through post-event follow-up. Coordinate undergraduate, graduate, and prospective student events, including welcome programs, recruiting and admitted student events, commencement and hooding ceremonies, and activities that support student success and engagement. Coordinate academic and departmental events, including seminars, distinguished lectures, faculty meetings, symposia, workshops, receptions, and other departmental programs.
• Support special events, which may require occasional evening, weekend, or extended work hours. Collaborate with faculty, staff, students, vendors, and campus partners to ensure successful event planning and execution. Coordinate event logistics, including room reservations, audiovisual support, catering, travel, lodging, parking, accessibility accommodations, registration, and other event services. Coordinate speaker and guest logistics, including travel, lodging, reimbursements, and other related arrangements.
• Develop event timelines and planning materials, oversee on-site event operations, and resolve issues to ensure successful event execution. Maintain event documentation, evaluate outcomes, and recommend improvements to enhance future events. Coordinate the work of and supervise student employees or temporary event staff supporting departmental events, as assigned.
• Develop and distribute event communications, manage registration and RSVP processes, and provide attendee communications before and after events. Update public-facing events calendar. Create event communications and promotional materials for departmental events using university branding standards.
• Research and identify appropriate vendors, serve as point of contact for vendors, and maintain positive vendor relationships. Assist with purchasing, vendor coordination, and in some cases, payments and reimbursements, as well as budget tracking in accordance with university policies. Maintain departmental event records, planning resources, and related documentation. Develop metrics to measure event success and provide recommendations for improving future events.
• Perform other duties and special projects as assigned.

Required Qualifications

• Bachelor’s degree in communications, event management, hospitality, marketing, public relations, or a related field, or an equivalent combination of education and experience.
• Three years of professional experience coordinating events, programs, or related administrative operations.
• Demonstrated ability to prioritize responsibilities, problem-solve, manage multiple concurrent projects, and meet deadlines
• Highly detail-oriented with outstanding organizational and time-management skills
• Demonstrated professionalism, ability to work collaboratively with others, and ability to contribute constructively to a team environment
• Excellent written, verbal, and interpersonal communication skills
• Ability to self-start, self-direct and exercise good judgment and discretion

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Experience coordinating events in higher education, academic, or nonprofit setting. Experience working with faculty, academic departments, or university leadership.
• Experience with University of Texas at Austin event planning, business, purchasing, travel, and/or procurement processes.

Salary Range

$60,000+ depending on qualifications

Working Conditions

• Standard office conditions
• Repetitive use of a keyboard at a workstation
• Must be able to lift, push, and pull up to 40 lbs.

Work Shift

• Standard work hours are Monday – Friday, 8:00 am-5:00 pm; however, a flexible schedule and/or hybrid telework may be allowed.
• Some evening and weekend work will be required for special events.

Required Materials

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

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.----

Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.----

Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.