As a top-10 engineering school, 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. As the new space age emerges, the Department of Aerospace Engineering and Engineering Mechanics at The University of Texas at Austin continues its long history of being a world leader across a breadth of disciplines. Teaching and research activities take place in the areas of space engineering/science, aviation, robotics, computation, mechanics and more. At UT Aerospace, where our academic programs rank among the top 10 in the nation, the sky is not the limit!
Events & Travel Coordinator
Purpose
To plan, coordinate and execute events and travel for the Department of Aerospace Engineering and Engineering Mechanics.
Responsibilities
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Coordination, planning, production and implementation of large-scale alumni outreach events and various strategic initiatives. Represents the Department of Aerospace Engineering and Engineering Mechanics at events with a high level of professionalism and decorum.
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Collaborate with development, communications, and administrative staff to strengthen alumni and corporate relations by coordinating and supporting strategic events.
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Coordinate the department seminar programs by scheduling meetings for visitors, reserving rooms, and working with communications on posting and communications of seminars. Responsible for set-up and clean-up of seminar refreshments.
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Schedule, plan and execute departmental events like faculty workshops, fall and spring gatherings, retirement parties, holiday parties, birthdays, faculty/staff retreats, faculty/staff meetings, and all other relevant events.
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Assist Advising Team to execute annual student recruiting events by coordinating all meals and catering, hotel room blocks and contract negotiation, room reservations, and coordination of poster session. Work with Advising Team to execute other student activity events like graduation receptions, and poster symposiums.
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Departmental catering contact to include seminars, faculty research meetings, and other meetings. Departmental room scheduler. Book rooms by way of the registrar’s room scheduling system and on the ASE room reservation system and sends email confirmation to requestor.
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Ensure timely notifications, RSVP, and follow up information is distributed and tracked, and relevant information is appropriately advertised. Oversee all event logistics, including venue selection, budget forecasting and assisting with event-related contracts in accordance with University and Cockrell School policy. Act as a liaison between venue/facility staff and all vendors. Supervise volunteers and on-site staff in event execution, ensuring University and department policies are followed and event-related issues are addressed professionally and efficiently. Coordinate post-event reporting, including developing metrics to measure event success and provide recommendations for improving future events.
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Establish and maintain effective working relationships with vendors, representatives of private facilities, corporate partners, alumni, and individual donors. Liaise with college and university event planning and event support staff to ensure successful collaboration.
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Process travel authorizations. Respond to travel inquiries, and provide guidance to ASE-EM faculty, staff, and students related to travel policies.
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Other related functions as assigned.
Required Qualifications
Bachelor's degree and experience planning and coordinating events. Ability to work in a dynamic environment while managing multiple, concurrent projects to meet goals, objectives and deadlines. Ability to follow through on projects collaboratively and independently. Ability to understand event objectives and create events that support program outcomes. Ability to interact with a variety of constituents including college leadership, faculty, staff and students.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Experience contracting with vendors. Experience in maintaining budgets and reporting expenses. Experience in scheduling and managing onsite event staff and/or volunteers. Experience with events ranging in size from 50 to 200 participants. Demonstrated ability to think strategically, creatively, and tactically.
Salary Range
$50,000 + depending on qualifications
Working Conditions
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May work around standard office conditions
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Occasional travel is required. Extended work hours may be required to meet event deadlines
Required Materials
- Resume/CV
- 3 work references with their contact information; at least one reference should be from a supervisor
- Letter of interest
External Applicants: https://utaustin.wd1.myworkdayjobs.com/UTstaff/job/UT-MAIN-CAMPUS/Events---Travel-Coordinator--Department-of-Aerospace-Engineering-and-Engineering-Mechanics_R_00038830
Internal Applicants: https://enterprise.login.utexas.edu/idp/profile/SAML2/POST/SSO?execution=e1s2
