Events Program Coordinator - Steve Hicks School of Social Work

Job Posting Title:

Events Program Coordinator - Steve Hicks School of Social Work

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Hiring Department:

School of Social Work

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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 Until Dec 31, 2026

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

About UT Austin: The University of Texas at Austin, founded in 1883, ranks among the 40 best universities in the world with top national programs across 18 colleges and schools. The university is an enduring symbol of the spirit of Texas, driving economic and social progress while serving the city, state, nation and world as a leading center of knowledge and creativity. Our work is inspired by the bold spirit of Texas and our commitment to its people.

The Steve Hicks School of Social Work, ranked among the top 10 programs of social work education in the country, values high-level scholarship, innovative teaching and commitment to service.  Our mission is to promote social and economic justice, alleviate critical social problems and enhance human well-being.

Learn more about UT Austin’s mission and values, leadership and strategic plan.

Purpose

The Events Program Coordinator will assist with planning, developing, and facilitating large meetings, events, and conferences for the Steve Hicks School of Social Work Office of Professional Development.

This position is funded by contracts and is contingent on contract renewal. It is expected to be renewed beyond 12/31/26.

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.

Required Qualifications

• 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.

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.

Salary Range

$50,000 (+depending on qualifications)

Working Conditions

• Standard office environment and conditions with the option of a flexible work arrangement at the discretion of the supervisor.
• Some travel may be required.

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

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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.