Job Posting Title:

Event Logistics Coordinator

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Hiring Department:

University Development Office

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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:

Dec 10, 2024

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Position Duration:

Expected to Continue

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Location:

AUSTIN, TX

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Job Details:

General Notes

About The University of Texas at Austin

What starts here changes the world.

The University of Texas at Austin, founded in 1883, ranks among the 40 best universities in the world with top national programs across 19 colleges and schools. By creating educational opportunities for all and leading cutting-edge research at scale, the University fosters positive social change, technological advancement, and economic progress showing the world that change really does start here.

Following our 10-year strategic plan, UT will become the world’s highest-impact public research university, unleashing knowledge, opportunity and innovation from the heart of Texas.

Learn more about UT’s mission and values, leadership and Change Starts Here strategic plan.

Why Join Texas Development?

The University of Texas at Austin is on the front lines of the future: sparking the imagination, driving discovery and transforming lives. And it’s only possible because generous supporters believe in the power and promise of our state’s flagship university to change the world.

Together, through one of the largest fundraising efforts in our state’s history, we will support our people, amplify the unmatched potential of our place, and lead innovation through world-changing pursuits. With nearly $5 billion raised over the past six years, Texas Development is quickly becoming one of the best fundraising programs in higher education.

Texas Development is a dynamic community of more than 450 fundraising professionals across the Forty Acres. We strive to reach the highest levels of achievement and success in all that we do by creating meaningful and powerful experiences for our donors.

Join us and change the world.

Benefits

The University provides a competitive benefits package that includes insurance and retirement benefits in addition to other programs and services.

Texas Development supports growth by offering professional development opportunities that help every team member accomplish their goals, enrich their skillset and deepen their engagement with UT.

Purpose

To assist the Sr. Director of Logistics and manage, coordinate, and support the production of projects through staffing, logistics-, and transportation to create well executed, creative, and sophisticated events of the highest quality for the University. 

Responsibilities

Manage and coordinate all facets related to the production of events and projects. Serve as main point of contact as assigned by Sr. Director.

Create budgets and scope for events/projects.

Assist with determining logistical details in support of event production, produce work orders for internal services, determine and procure materials and services from vendors, obtain final approval on all proposals in conjunction with budget, ensure set up is accurate and on-time, supervise set-up/take-down of events.

Determine and coordinate event logistics staffing.

Provide logistic support of Transportation and Staffing coordination for UEE events as needed.

Intake Project Team requests to understand direction for events and interpret their needs to effectively handle assigned portions (transportation, staffing).

Attend meetings and site visits to gather details of events and to effectively provide insight into our capabilities.

Attend University events as needed. 

Required Qualifications

Three years of event production experience or similar project-related work.

Highly effective communication skills (written, verbal, interpersonal).

Ability to multitask, reprioritize, and work well under pressure.

Project management skills, including budget creation and scope.

Capable of working in collaboration between teams.

Demonstrated critical thinking skills. Excellence in problem-analysis and problem-solving.

Excellent customer service skills.

Demonstrated high attention to detail and accountability.

Ability to use discretion and maintain integrity and professionalism.

Relevant education and experience may be substituted as appropriate.

Preferred QualificationsBachelor's Degree

Salary Range

$68,000+ depending on qualifications

Working ConditionsFast-paced environment of intensive activity and shifting priorities.Will work around standard office equipment.Work may be outside traditional office hours, evening and/or weekends.Must be able to travel periodically for business/events.

Required Materials

Resume/CV

3 work references with their contact information; at least one reference should be from a supervisorLetter 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.

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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.