Events Program Coordinator

This full-time, exempt position (40 hours/week) is based at UT Main Campus with eligibility for a hybrid flexible work arrangement. The role sits within Extended Education Ventures (EEV), a self-supporting unit of The University of Texas at Austin, and may require occasional evening, weekend, or off-site work. Must be authorized to work in the U.S. without sponsorship.

About the role

The Events Program Coordinator maintains a portfolio of existing and potential clients, tracks monthly sales closures, and assists with coordinating and scheduling events for the Thompson Conference Center (TCC) and the Lady Bird Johnson Auditorium (LBJ). Responsibilities include identifying, acquiring, and contracting new clients, managing event logistics, and supporting virtual/hybrid event delivery using platforms such as Zoom. The coordinator also contributes to business process improvements, strategic goal-setting, marketing initiatives, and administrative operations for the conference center.

Responsibilities

• Work with clients, staff, and catering to submit required financial information within established guidelines and time frames.
• Provide on-site direction for successful execution of activities and support services before, during, and after events.
• Assist with client needs and requests; maintain relationships with existing customers.
• Coordinate multiple complex events simultaneously.
• 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 internal and external clients.
• Follow up on set-up requests by providing diagrams.
• Work with appropriate staff to schedule personnel needed for event execution, including weekends.
• Support and sell virtual and hybrid events as a specialist in Zoom and other virtual platforms (practice sessions, run-of-show, Q&A/polling, conference web page creation).
• Manage all conference services operations; collaborate with other coordinators and the associate director to analyze, recommend, and implement business process improvements.
• Develop and recommend strategic goals for the conference center, including short- and long-term operational and revenue goals.
• Collaborate with other event coordinators to implement and monitor plans supporting overall unit growth.
• Attend weekly planning and staff meetings.
• Identify, contact, and acquire new clients through on-site and off-site visits to meet revenue goals.
• Handle contract negotiations, communications, preparation, and closure following University guidelines.
• Develop and propose marketing strategies to reach revenue goals; implement improved methods to expand audience base and track marketing results.
• Analyze customer surveys to improve processes.
• Collaborate with senior marketing coordinator, staff, vendors, and clients to develop and plan marketing and publicity of TCC services.
• Maintain departmental records, prepare invoices, run event reports, update sales kits, and perform other administrative duties as assigned.
• Update Mazevo reservation system quarterly with rate changes or maintenance needs.
• Update TCC website as necessary.
• Work with student employees per event schedule; assist with supervision, training, and timesheet approval.
• Develop strategic alliances with professional conferencing organizations and partnerships within the UT organization.
• Assist and attend TCC events and meetings as requested.
• Coordinate conference services operations with other UT personnel.
• Request work services 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 coordinating complex events and meetings in a conference center or similar facility.
• Experience managing multiple projects/tasks efficiently and professionally in a fast-paced environment with deadlines.
• Proficiency with Microsoft Office (Excel, Outlook, Word).
• Ability to use UT Box and Zoom, and learn Mazevo reservation system, Drupal, and Calendly.
• High degree of flexibility and patience while maintaining productive, team-oriented relationships.
• 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 problem-solving skills.
• Demonstrated organizational skills and attention to detail.
• 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 years of experience with program coordination and complex events in a conference center.
• Familiarity with current trends, trade publications, and knowledge of web design applications.
• Experience creating and distributing e-newsletters.

Pay

Salary range: $45,000+ depending on qualifications.

Working Conditions

• Standard office conditions.
• Repetitive use of a keyboard at a workstation.
• Use of manual dexterity.
• Lifting and moving.

Required Materials

• Resume/CV.
• Three professional work references with contact information including email addresses (at least one from a supervisor; personal references not accepted).
• Letter of interest.