Events Program Coordinator
| Company | University of Texas – Austin |
|---|---|
| Location | Austin, TX, USA |
| Salary | $50000 – $50000 |
| Type | Full-Time |
| Degrees | Bachelor’s |
| Experience Level | Junior, Mid Level |
Requirements
- Bachelor’s Degree.
- Experience coordinating or administering programs and/or events.
- Demonstrated ability to effectively manage multiple projects.
- Experience with customer service, and strong ability to communicate effectively and professionally, both orally and in writing.
- Relevant education and experience may be substituted as appropriate.
Responsibilities
- Assists in coordinating with planning groups, speakers as well as hotels and other required vendors with conference and event facilitation. Coordinates with Senior Administrative Program Coordinator and planning committees to plan and coordinate events. Attends planning meetings for conferences and events. Coordinates with speakers to confirm participation, and issue speaker agreements, purchase orders and requests for travel authorization (RTAs). Coordinates with hotels on catering, room set up, and other onsite arrangements. Coordinates with required vendors to finalize orders and billing.
- Assists in set-up and manages registration for events, using Cvent, Event Farm, and other conference management software. Coordinates with Senior Administrative Program Coordinator to set up websites and manage registration for events. Responds to inquiries made by registrants, both via email and phone.
- Participates in coordination of virtual events and manages onsite registration and logistics for live events. Proactively handles arising issues and troubleshoots emerging problems in coordination with Senior Administrative Program Coordinator and planning team on event days.
- Tracks budgets, assists with billing, and coordinates reimbursements for speakers and other outside consultants and participants. Prepares financial reports and billing for state contracts. Manages speaker and staff travel and reimbursement including sponsor coordination and billing.
- Prepares reports and identifies future improvements for events. Develops and coordinates communications and promotions for the event. Works with team, within specific timeframes, to set up collection of evaluation data and analysis of that data. Maintains records, files, statistics, and databases relating to conferences and events.
- Manages CEU application system and records for internal clients at UT and external providers. Ensures accuracy of applications and adherence to current rules as outlined by the Texas Behavioral Health Executive Council. Explores opportunities for new license credit opportunities.
- Provides support to Senior Administrative Program Coordinator and the Director of the Office of Professional Development. Carries out special projects and other duties as assigned.
Preferred Qualifications
- Five years of clerical experience, including two years of experience as an events coordinator.
- Familiarity with Adobe Creative Cloud. Experience in developing and proofreading marketing materials for events.
- Familiarity with University of Texas business and administrative processes, rules, and systems.
- Demonstrated ability to work as part of a team, strong organizational, time management and project management skills. Detail oriented.
- Strong technical, organizational, and data management skills, and the ability to communicate effectively with central university departments regarding university protocols and policies.
- Ability to work effectively with social work faculty, staff and students, as well as prospective students, alumni, and professional social workers in the field.