Events Coordinator

Job Posting

Title:

Events Coordinator-Hiring Department:

Special Education-Position Open To:

All Applicants-Weekly Scheduled

Hours:

40-FLSA Status:

Exempt from FLSA-Earliest

Start Date:

Oct 01, 2026-Position Duration:

Expected to Continue Until Aug 31, 2027
- Location:

UT MAIN CAMPUS-Job Details:

Purpose To plan, organize, and coordinate events from initial preparation through completion. The position ensures that logistics, scheduling, vendors, communications, budgets, and event details are managed efficiently and effectively. The Event Coordinator works closely with internal teams and external partners to ensure events run smoothly and provide a positive experience for attendees.

Responsibilities Coordinate, organize, and facilitate all aspects of events including contracts and purchase orders with hotels and consultants, materials and supplies purchasing, all related travel arrangements and reimbursements, and final payments to fulfill grant and contract requirements

Transactional support for grant managers across all research grants.

Other duties as assigned.

Required Qualifications At least one year's experience as the Administrative Assistant level with a Bachelor's Degree or five years of clerical experience with a High School Diploma.

Experience managing event logistics, including venues, catering, vendors, room setup, schedules, equipment, and materials. Experience coordinating with internal departments, external vendors, and event participants. Experience managing budgets, purchase orders, invoices, and event-related expenses. Strong organizational and time-management skills, with the ability to manage multiple events or projects simultaneously.

Experience with event registration, invitations, communications, and attendee support. Proficiency with Microsoft Office, spreadsheets, calendars, and other event-management or scheduling systems. Ability to troubleshoot issues and make timely decisions during events. Experience preparing event timelines, checklists, reports, and post-event evaluations. Excellent written and verbal communication and customer-service skills.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications Knowledge of internal UT systems: DEFINE, FRMS, Contracts+, Point Plus Salary Range $50,000 + depending on qualifications

Working Conditions Typical office environment

Required Materials Resume/CV3 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…