Events Program Coordinator, Texas McCombs

Job Posting Title:

Events Program Coordinator, Texas McCombs

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Hiring Department:

Red McCombs School of Business

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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:

Purpose

This Events Program Coordinator role provides logistical, communication and onsite support for donor events, hires, trains and supervises student workers to assist with event coordination and operations, and manage student workers’ day-to-day workload.

Responsibilities

Event and Board and Council Meeting Logistics

• Assist in all phases of event planning, including managing RSVPs, maintaining attendee lists, and preparing event materials such as nametags, handouts, presentation slides, welcome packets, meeting materials and signage.

Marketing and Communication Coordination

• Collaborate with the Director of Donor Experience and Signature Events and Sr. Associate Director of Marketing and Communication to create event registration pages, related emails, and update event information on the website.
• Respond to inquiries from various office email inboxes in a timely manner and ensure accurate resolutions.
• Support communication efforts for boards and councils by coordinating emails

Database Management and Reports

• Ensure the accuracy and consistency of board rosters, chapter directories, event mailing lists, and alumni data within various CRM platforms (Eloqua, Excel, Cognos, Outlook List Serves)
• Manage and maintain event mailing lists to ensure accuracy and the correct segmentation of alumni and donors for invitations and communications.
• Troubleshoot and resolve issues related to constituent data and mailing list accuracy, ensuring smooth operations for email campaigns and event communications. Maintain and update accurate alumni and donor data to ensure current records for event planning and communications.
• Generate and provide accurate reports related to alumni, donor data, and communications for events, invitations, and other outreach efforts.

Supervision

• Hire, train, evaluate, supervise, and mentor student workers

Required Qualifications

• Bachelor's degree. A combination of three years of experience assisting with events or performing complex administrative functions or five years of administrative experience.
• Demonstrated ability to multi-task, work under pressure and meet deadlines.
• Ability to work efficiently with minimal supervision.
• Self-starter and self-reliant and ability to work both independently and as part of a team.
• Demonstrated proficiency in organizing and recording data.
• Excellent interpersonal, verbal, and written communications skills.
• Strong attention to detail and demonstrated organizational and analytical skills.
• Experience using Microsoft Office.
• Regular and punctual attendance required.
• Commitment to providing excellent customer service.
• Experience composing correspondence and other written materials.
• Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Bachelor's degree and more than five years of administrative experience.
• Experience working in a fast-paced environment.
• Experience working in an academic institution of higher learning.
• Experience coordinating and administering day to day operations of a program, project or office.
• Experience in alumni affairs.
• Experience with developing and maintaining databases, spreadsheets, and record keeping. Experience in maintaining web pages.
• Experience using web applications. Experience working with University of Texas rules, policies, procedures, and event planning.

Salary Range

$50,000 - $53,000 + depending on qualifications

Working Conditions

• This is an Austin, TX-based position. Occasional weekend and/or evening hours are required.
• Works in an open office environment with repetitive use of a keyboard at a workstation
• May include occasional lifting/moving of boxes or furniture, typically weighing between 10-20 pounds. Accommodations to be provided if necessary.
• Applicants must be legally authorized to work for any employer in the United States. This position is not eligible for sponsorship of work visa

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.

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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.

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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.

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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) [PDF]
• E-Verify Poster (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.