Coordinator for University Events
Austin, TXJob$55K/yrSeen 5 days agoSeen in employer's feed 5 days ago
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Job overview
The Coordinator for University Events supports event planning and production through meeting scheduling, budget and document organization, and logistical coordination. The role works with UEE finance to maintain accurate records and compliance, and coordinates with university services, vendors, student organizations, and campus partners to deliver events that support the university’s mission.
Skills & qualifications
Skills
Full job description
include scheduling meetings, organizing budgets and event documents, handling logistics such as venue reservations, vendor management, transportation, security, facilities, staffing, entertainment, and on-site support. The coordinator works with UEE finance to maintain accurate records and compliance. Through proactive organization, this role helps deliver high-quality events that support the universitys mission.ResponsibilitiesBuild and maintain effective working relationships with office colleagues, University services, external vendors, student organizations, and campus partners.Schedule kick-off, planning and post-event meetings as assigned; prepare agendas for meetings with external stakeholders as needed.Maintain event budgets and production schedules in real time, ensuring accurate, up-to-date information is maintained.Maintain and organize all event files ensuring all documents (estimates, BEOs, POs, contracts, invoices, OOEFs, approvals, diagrams, service requests, work orders, invitations, official communications, ROSs, final presentation slides/videos, event photos, etc.) are properly saved in designated folders.Provide coordination of assigned tasks specific to event planning for events assigned.Independently provide proactive day-to-day logistical coordination of general production duties for events including but not limited to:Venue and space reservationsVendor contracting (rentals, catering, photography, etc.)Parking and transportation requestsSecurity notifications and requestsFacilities work ordersIdentify staffing levels and submit requests through internal processesManage on-site student volunteer and student intern supportBook entertainment and music performersProvide on-site event execution support in accordance with the production schedule, support load-in/setup and strike/reset activities as assigned, coordinate with campus partners and vendors, ensuring smooth execution.Submit purchase, contract and payment requests in adherence to State and University policiesExecute event close-out processes ensuring final versions of production schedules and budgets are completed and fully accurate within 2-weeks of the end of the event.Additional duties as assigned.Salary$55,000+ depending on qualifications
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