Events and Outreach Program Coordinator
About this role
Job Posting Title:
Events and Outreach Program Coordinator----
Hiring Department:
Department of European and Eurasian Studies----
Position Open To:
All Applicants----
Weekly Scheduled Hours:
40----
FLSA Status:
Exempt from FLSA----
Earliest Start Date:
Immediately----
Position Duration:
Expected to Continue----
Location:
UT MAIN CAMPUS----
Job Details:
General Notes
The Department of European and Eurasian Studies strives to create and promote an environment that values kindness and mutual respect and a culture that provides a deep sense of belonging for each member of our community.
Purpose
This position is responsible for coordinating departmental events, academic programs, and communications that advance the department's educational, cultural, and professional engagement mission. The role oversees comprehensive event planning and logistics, administers the Summer Language Institute and related programs, manages the department's digital communications and branding efforts, and provides administrative support for grant reporting and program operations.
Responsibilities
Event Planning and Execution
- Serve as the primary coordinator for all departmental academic, cultural, and professional development events across all units. Act as point person, team coordinator, and organizational lead for events unless otherwise assigned. Coordinate all aspects of event planning and logistics, including maintaining event records, managing budgets, coordinating with vendors and partners, arranging travel, processing reimbursements, and meticulous documentation of all communication with vendors, partners, and participants. Manage event-related registration, catering, entertainment, space reservations, and facilities and cleaning work orders. Coordinate event setup and breakdown and assess staffing needs. Create event production timelines and post-event recaps. Arrange speakers, negotiate pricing with hotels, caterers, printers, and other required vendors. Communicate effectively with all involved parties and delegate tasks to appropriate staff as needed. Coordinate and assist with recurring and annual events, including speaker series, student conversation hours, fall and spring receptions, and other signature events.
Summer Language Institute and Program Coordination
- Administer, coordinate, and market the department's Summer Language Institute or equivalent intensive language programs. Host information webinars, draft communications, and update social media for program promotion. Organize student housing, language offerings, admission, and orientations. Coordinate events and lectures related to each language track, including travel arrangements, catering, space reservations, and all accompanying documentation. Collect, organize, and disseminate training materials for program staff. Develop and implement standards for attainment of program goals and objectives. Recommend new policies and procedures for improvement of program activities, especially regarding incorporating technology into foreign language education. Assist with budgeting and financial management of all program activities in coordination with the Accountant III.
Communications, Branding, and Digital Presence
- Manage, create, and update content for departmental websites, including events postings, student opportunities, new programs, and notable content. Manage all departmental and center email listservs. Create and send event emails in coordination with other staff. Manage departmental social media presence across all platforms, including Facebook, Twitter, LinkedIn, and Instagram; research and schedule postings; ensure consistent coverage; and work with student workers to ensure posts are accurate. Create promotional items, including flyers, brochures, course posters, and faculty and student handbooks. Promote accomplishments of affiliates and students via social media and news posts. Create and edit department videos for dissemination on YouTube and social media. Produce and distribute recurring unit newsletters. Send out weekly or regular professional resources emails to relevant listservs. Coordinate brand strategy and promotional materials in alignment with department priorities.
Grant Reporting Support
- Assist the Department Manager with grant reporting activities, including data mining, maintaining tracking documents, and regularly reviewing grant proposals to ensure departmental activities align with grant goals and requirements. Prepare grant reporting screens for submission well before deadlines. Assist with budgeting and financial tracking for grant-funded programs in coordination with the Accountant III.
Other Related Functions as Assigned
- Supervise student employees as needed for additional program support. Assist with development and donor coordination activities as directed, including alumni outreach and engagement. Attend relevant university or college training sessions and participate in professional development activities.
Required Qualifications
Bachelor's degree in a field related to the work to be performed. Experience coordinating or administering events, outreach, or programs. Demonstrated ability to manage logistics for large and complex events. Strong written and oral communication skills, including experience developing promotional or communications materials. Ability to manage multiple projects and deadlines simultaneously. High attention to detail and strong organizational skills. Proficiency with Microsoft Office suite. Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Experience in event planning and outreach in a higher education, language education, or nonprofit setting. Experience managing intensive language programs or summer institute programs. Familiarity with UT vendor and contract processes, including UT Market. Experience with social media management, digital marketing, and website administration across multiple platforms. Knowledge of UT and College of Liberal Arts policies and procedures. Experience with budget tracking and financial reporting for grant-funded programs. Experience with K-12 or K-16 outreach programming. Familiarity with NRC, FLAS, or other federally funded language and area studies grant programs. Experience managing student employees.
Salary Range
$54,317 + depending on qualifications
Working Conditions
Typical Office Environment
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.----
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.
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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 and 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.