Job Information
UNIVERSITY OF TEXAS AT AUSTIN Senior Events Coordinator in Austin, Texas
Event CoordinationCoordinates events for the department including, but not limited to, the departmental seminar series, the annual Biomedical Engineering Society (BMES) conference booth and reception, External Advisory Committee meetings, graduate student recruiting, faculty recruiting, alumni engagement events, academic advising office events, and other ad hoc events related to the department or hosted by department faculty.Completes all tasks required to plan and execute events, including but not limited to coordinating planning with associated faculty and staff members, securing facilities and event parking; menu selection and catering coordination; participation in the development of guest lists; coordinating and extending invitations; negotiating and securing hotel and restaurant contracts; preparing run of shows; and ensuring audio/visual needs are met.Attends and oversees the logistics of department events to ensure everything runs smoothly and participant needs are met, representing the department with a high level of professionalism and decorum.CommunicationServes as point of contact for events.Manages a MailChimp account for event promotion.Corresponds with internal and external guests with a high level of professionalism.Coordinates and communicates meeting schedules and guest itineraries.Administrative SupportWorks closely with the departmental seminar series committee chair and committee to support the departmental seminar series.Oversees financial management for department events, including monitoring event budgets. Ensures expenses align with allocated funding. Ensures purchases and contracts are managed in accordance with university policy.Arranges or advises on event related travel and lodging for department staff, faculty, and guests in accordance with university and Cockrell School of Engineering policy and procedures.Process payments and travel and entertainment reimbursements according to University and Cockrell School of Engineering policy and procedures.Purchases and coordinates shipping of promotional materials and supplies.Manages department room reservation system.Additional duties as required.
