Job Posting Title:

Senior Administrative & Events Associate

----

Hiring Department:

Cockrell School of Engineering

----

Position Open To:

All Applicants

----

Weekly Scheduled Hours:

40

----

FLSA Status:

Non-Exempt

----

Earliest Start Date:

Immediately

----

Position Duration:

Expected to Continue

----

Location:

UT MAIN CAMPUS

----

Job Details:

General Notes

As a top-10 engineering school with the No. 1 program in Texas, the Cockrell School of Engineering at The University of Texas at Austin has been a global leader in technology innovation and engineering education for over a century. With 11 undergraduate and 13 graduate programs, over 20 research centers and a faculty community that boasts one of the highest numbers of National Academy of Engineering members among U.S. universities, Texas Engineering has launched some of the nation’s most accomplished leaders and pioneered world-changing solutions in virtually every industry, from space exploration to energy to health care. Major companies and international collaborators, such as Dell, Meta, Amazon, Samsung, Google and many others, continue to partner with Cockrell School to recruit our students at a remarkable rate and collaborate with our research to advance technologies that change the world. Competitive candidates will have exceptional organizational skills and experience promoting and executing high-quality events, preferably in an academic setting.

Purpose

To assist the Research Relations team with administrative functions as they relate to the team, as well as logistics, execution, and communication of events for strategic partnerships and other related administrative functions.

Responsibilities

Administrative Management and Events: Execute and oversee logistics from start to finish for strategic partners for the CSE Research Relations Team and UT|Portugal-related activities and events for the Associate Dean for Research, ranging from corporate and sponsor visits, receptions, student engagement, or research symposiums. Duties include, but not limited to, collaborating with Director of Events and Associate Director of Stewardship to coordinate space and technical needs for events, create event production timelines, and collaborate with event owners to ensure that timelines and priorities are met. Determine on-site staffing needs and communicate schedules/responsibilities for events. Ensure events are staffed, as needed. Research vendors and serve as primary point of contact. Coordinate with the CSE Business Team on vendor contracts and execution of vendor payments. Track and maintain event expenses and budgets. Develop metrics to measure event success and provide recommendations for improvement. Maintain detailed recaps and support documents.

Communications & Marketing: Ensure all internally and externally facing material related to the CSE Research Relations Team  is effective and up-to-date, including printed materials and website information. Collaborate with the Communications and Media team to assist with the creation of content for external marketing, event materials, websites, and impact reports. Manage correspondence as requested, including communications with international collaborators, corporate executives, and university leadership as appropriate.

Financials Management & Compliance: Ensure all gift and sponsorship funds are processed in an accurately and timely manner for the CSE Research Relations team. Proactively identify necessary contract renewals, agreements, payments, and invoices, and prepare reports on funding forecasts and results. Ensure verification of program compliance and all necessary compliance documentation.

Data Management & Reporting: Maintain and organize current data in all internal client management systems, including Excel, VIP, Smartsheets, etc. Create and generate reports and survey systems to measure program success. Perform research and develop graphs, charts, spreadsheets, and associated correspondence and presentation materials to communicate results to leadership. Drive documentation and creation of templates, plans, and frameworks for handling new and existing projects to support efforts of streamlining operations. Document, create and refine work flows.

Required Qualifications

High school diploma or GED with (7) seven years of experience.

Demonstrated ability to manage multiple tasks and deadlines in a fast-paced and dynamic work environment and establish effective work relationships with various stakeholders.

Detailed oriented, highly organized with strong problem-solving skills; ability to follow through on projects collaboratively and independently.

Previous success working independently and in a team-oriented environment to accomplish goals, implement programs and/or events, make decisions and solve problems effectively.

Excellent written and verbal communication skills.

Excellent attention to detail.

Experience with Microsoft Word, Excel, PowerPoint, and Outlook; and comfort learning new technologies.

Ability to work occasional overtime, with a particular emphasis on supporting after hours events 

Must be able to work with confidential information with discretion.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's degree and (3) three years of experience in program administration or coordination.

Two years of direct experience creating, coordinating and executing events of all sizes and levels of complexity. 

Salary Range

$55,000 + depending on qualifications

Working Conditions

General office conditions

May work outside usual office hours

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 in the first step of the online job application process. Then, any additional Required Materials will be uploaded in the My Experience section; you can multi-select the additional files or click the Upload button for each file. 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 Jobs. Before you apply though, 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. This information will be pulled in to your application. The application is one page and you will need to click the Upload button multiple times in order to attach your Resume, References and any additional Required Materials 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.