Events Program Coordinator, Department of Statistics and Data Sciences

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Hiring Department:

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Position Open To:

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Weekly Scheduled Hours:

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FLSA Status:

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Earliest Start Date:

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Position Duration:

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Location:

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Job Details:

Assist with planning, developing, and coordinating large meetings, workshops, conferences, seminars, student recruitment and orientation, and other departmental events. Includes preparing appropriate event forms and budgets, gathering quotes from outside vendors, reserving spaces, ordering catering and event materials, developing communications, coordinating travel, and helping participants and speakers as needed.

Collaborate and work closely with other staff to guarantee compliance with UT policies and procedures and to ensure UT branding consistency and effective outreach. Create and distribute event communications across multiple channels, including email, digital signage, newsletters, and social media. Maintain and update marketing materials, promotional calendars, and email lists.

Ensure smooth day-of operations by overseeing onsite logistics during events, including the setup and breakdown of event spaces, and serve as the contact for vendors and other participants. Track budgets, gather receipts and invoices, and coordinate payments and reimbursements. Receive feedback and identify improvements.

Responsible for planning, coordinating, and executing events that support community development, department success, and student engagement.

Work with departmental leadership and senior staff to develop and implement operational standards and processes to meet program goals. Recommend and execute improvements to event policies, procedures, and delivery methods. Collaborate with department staff to plan and deliver events.

Maintain consistent communication with internal and external stakeholders, including faculty, student organizations, alumni, and employers to ensure alignment and engagement. Assist with financial and administrative aspects of events, including budgeting, contract management, and payment processing, in coordination with department leadership and senior staff.

Prepare professional communications as requested by department leadership and senior staff. Schedule and participate in department and staff meetings. Respond to all requests promptly. Manage department calendars and update website as needed. Process requests for travel authorizations and arrangements as needed, working closely with the travel associate. Coordinate stakeholder activities, routine communication, and contracts. Develop and maintain strong relationships with faculty and staff team. Perform other duties as assigned to meet operational needs.

• Bachelor's degree and a minimum of two years of progressively responsible experience in event coordination, program management, or a related field. Equivalent combination of relevant education and professional experience may be considered.
• Demonstrated excellence in written and verbal communication, with the ability to tailor messaging to various audiences.
• Strong strategic and creative thinking skills, with the capacity to work independently, take initiative, and contribute effectively within a collaborative team environment.
• Proven ability to build positive relationships and collaborate effectively with students, faculty, staff, and external partners in a higher education setting.
• Strong organizational skills with the ability to manage multiple priorities, meet deadlines, and adapt to changing circumstances in a fast-paced environment.

• Direct experience working in a higher education environment, with a strong understanding of student engagement, academic culture, and community building.
• Proficiency in Microsoft 365, Adobe, and Canva, with the ability to design professional event materials and presentations.
• Familiarity with UT Austin administrative policies, procedures, and systems.

$50,000 + depending on qualifications

• May work around standard office conditions.
• Repetitive use of a keyboard at a workstation.
• Lifting and moving equipment and materials as part of event setup and breakdown.
• Occasional weekend, overtime and evening work as part of event setup and breakdown.

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Importantfor 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 thatALLRequired 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 questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

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Retirement Plan Eligibility:

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Background Checks:

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

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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.

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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.

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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.