Job Posting Title:

Events Program Coordinator Michener Center

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Hiring Department:

James A Michener Center for Writers

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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:

Oct 07, 2024

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

Selection made by committee and hiring supervisor based on review of on-line applications and results of personal interviews.  Hiring decision contingent upon applicant clearing security background check.  Must be eligible to work in the United States on a full-time basis for any employer without sponsorship. Work schedule will be discussed with supervisor.

You will be working for a university that is internationally recognized for our academic programs and research. Your work will contribute to operational excellence and enhance the student experience.  If you are the type of person that wants to know your work has meaning and impact, you will appreciate working in our department and for UT Austin.  UT Austin provides an outstanding benefits package including but not limited to:

Competitive health benefits (Employee premiums covered at 100%, family premiums at 50%)

Vision, Dental, Life, and Disability insurance options

Paid vacation, sick leave, and holidays

Teachers Retirement System of Texas (a defined benefit retirement plan)

Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)

Flexible spending account options for medical and childcare expenses

Training and conference opportunities

Tuition assistance

Athletic ticket discounts

Access to UT Austin's libraries and museums

Free rides on all UT Shuttle and Capital metro buses with staff ID card

For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards

Purpose

To provide advanced coordination, planning, execution, and implementation of events and promotional activities for the Michener Center for Writers ensuring that all events run smoothly and are aligned with the MCW mission. To serve as the Michener Center’s marketing and promotions administrator and alumni news coordinator.

Responsibilities

Event Coordination:

Coordinates events for the department including, but not limited to the departmental public reading series, student + author Q&A events, annual welcome reception, annual agents and editors week, Advisory Committee meetings, fellow mixers, staff and alumni engagement events, annual graduation dinner, open house and reading events and other ad hoc events hosted by the department. Assist with co-sponsored events as needed.

Completes all tasks required to plan and execute events, including but not limited to coordinating planning with associated staff and co-sponsor staff members, securing facilities and event parking; menu selection and catering coordination; coordinating and extending invitations; negotiating and securing hotel and restaurant/catering contracts; preparing run of shows; and ensuring audio/visual needs are met. Processes all necessary event forms, purchase requests, payments, and contracts to ensure prompt payment for services. Communicates and coordinates with vendors on vendor guidelines, arrival, load-in, and load-out procedures for all events. Works with external organizations to facilitate site rentals. 

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.

Communications and Marketing:

Serves as point-of-contact for events.

Responsible for MCW website upkeep and content.

Responsible for event promotion through email lists, social media accounts, and MCW website and posters. 

Provide graphic design for posters, emails and other media and create advertisements for social media and online and print magazines. 

Track alumni publications, awards and news to add to website and collect for Alumni Newsletter.

Maintain Alumni email distributions lists for jobs, events, and newsletter.

Design content and distribute alumni newsletter.

Corresponds with internal and external guests with a high level of professionalism.

Coordinates and communicates meeting schedules and guest itineraries.

Provide excellent customer service support to vendors, participants, speakers, students, and other relevant stakeholders. Coordinate communications regarding event logistics and help participants, speakers, and vendors complete required forms and paperwork.

Administrative Support:

Oversees 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 guests in accordance with university policy and procedures.

Purchases and coordinates shipping of promotional materials and supplies.

Manages department room reservation system.

Serves as backup for Dobie House front desk coverage/first point-of-contact.

Additional duties as required.

Required Qualifications

BA degree and five years-experience coordinating events or handling complex logistics for an organization. High degree of proficiency in computer applications, including Microsoft Office, Adobe, Canvas, Zoom, Teams, DocuSign. Mailchimp or similar mailing list platform. Excellent verbal, written, and interpersonal communication skills. Strong organizational skills and attention to detail. Must be able to work well under pressure and meet overlapping deadlines. Demonstrated ability to pivot between independent and collaborative work environments.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

More than five years of direct or translatable experience. Working knowledge of UT-Austin policy and process for payment vouchers. Demonstrated experience developing and implementing standards and process improvement. Marketing experience, with social media platforms, print and online ads, and mailing lists.

Salary Range

$48,000 + depending on qualifications

Working Conditions

Evening and weekend hours routinely required for event schedules.

Work around standard office conditions.

Occasional driving of campus vehicle.

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 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.