University of Texas at Austin

Job Posting Title:

Senior Events Program Coordinator

Hiring Department:

Lyndon B Johnson School of Public Affairs

Position Open To:

All Applicants

Weekly Scheduled Hours:

40

FLSA Status:

Exempt

Earliest Start Date:

Immediately

Position Duration:

Expected to Continue

Location:

UT MAIN CAMPUS

Job Details:

Purpose

The Senior Events Program Coordinator leads the planning and execution of strategic events for the LBJ School of Public Affairs at The University of Texas at Austin, supporting the school’s academic and community goals.

Responsibilities

1) Leadership and Coordination:

• Lead and oversee all aspects of event planning, collaborating with the Dean, Business Units, Event Leads, Assistants, Chief Marketing Officer, Administrative Event Liaison, Facilities Event Liaison, Event Staff, Faculty, and Event Partners.
• Lead pre-event consultations, oversee venue selection, and manage vendor relationships.
• Lead on developing comprehensive event agendas, ensuring seamless show flow.
• Spearhead and manage event promotion and registration efforts
• Create and make recommendations on Event Budget and ensure budget compliance
• Facilitate vendor payment with the Accounting and BAS teams
• Serve as the face of LBJ events within the school, on campus, and across external partners
• Identify and manage Event registration technologies
• Interview new LBJ staff across the school for hire, including for the Communications team and for The Patman Center
• Manage an events student associate

2) Strategic Planning:

• Lead pre-event planning meetings and post-event reporting.
• Prepare detailed summaries of event execution, expenses and guest feedback, providing recommendations for enhancing event planning processes.
• Establish, oversee and manage 3 event proposal periods at the LBJ School
• Allocate event resources effectively (funding, staff and supplies)
• Identify and secure event partners and sponsorships

3) Event Execution:

• Lead diverse range of ceremonial, reputational, and academic events for the Dean's Office and other LBJ units, with attendance ranging from 25 to 1000+.
• Manage forums, conferences, roundtables, summits, industry speakers, galas, symposiums, panels and paid event sponsorships
• Recruit event volunteers and staff from across the school to cover event needs

4) Marketing and Communications:

• Coordinate planning for content needs and coverage related to events
• Lead event marketing, retargeting and audience segmentation efforts.
• Create participant registration landing pages
• Develop and distribute event announcements
• Market events on internal and external calendars
• Create event names and event descriptions with an eye toward marketability
• Oversee RSVP lists and attendance reports
• Oversee paid event sponsorships including the brand presence and creative (NASPAA, APPAM and others)
• Oversee audience segmentation and digital marketing retargeting initiatives to maximize event attendance
• Oversee email marketing optimization efforts including survey integration, A/B testing, audience segmenting
• Promote and amplify events for the LBJ School and associated centers
• Oversee a monthly marketing event newsletter to strategically promote events hosted by LBJ, the Foundation and Library, and associated centers.
• Develop messaging around event marketing
• Launch new event programs including Policy Lessons from the Past and the Policy in Motion Series
• Oversee event merchandise
• Create and post event recaps to LBJ web site

5) Consultation and Collaboration:

• Lead strategic consultation to LBJ and external groups regarding space utilization, vendor options, and marketing strategies.
• Manage LBJ space requests in collaboration with the LBJ Facilities Manager, coordinating with stakeholders at the LBJ Library and TCC.
• Order branded assets for activation, enhancing the capacity to brand LBJ center events through a lending program.
• Provide Drupal training for event coordinators to share events online
• Oversee the management of web event submissions, ensuring compliance with established posting standards
• Create documentation around event execution and adding events to the website
• Managing event loans, such as step and repeats, easels, tablecloths, etc.

6) Audience Building and Brand Expansion:

• Implement strategic initiatives for audience building and promotion through newsletters, intra-CSU outreach, and community engagement in Austin.
• Collaborate with the LBJ Washington Center to expand the event portfolio and enhance brand awareness in Washington, DC.
• Collaborate with the LBJ Centers to expand the event portfolio and enhance brand awareness for their policy strengths

7) Feedback and Improvement:

• Create post-event surveys and collect feedback to continually improve events.

8) Other duties as assigned.

Required Qualifications

• 2-4 years of event planning or program management experience
• Previous success in a customer service environment and demonstrated success communicating effectively with different constituencies through a variety of media.
• Demonstrated adaptability and experience problem solving with speed and creativity while employing good judgment and composure.
• Excellent interpersonal, oral and written communication skills

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Experience working in higher education
• Experience with University of Texas policies, procedures, and administrative systems and comfort learning new technology

Salary Range

$60,000 + depending on qualifications

Working Conditions

• Typical office environment
• May work in a variety of settings, indoors and outdoors

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.

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]

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.

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