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Conference and Events Coordinator
The College of Education at The University of Texas at Austin. Serve as primary contact for conference, event, and guest suite clients from inquiry through program completion .
About the role
Key responsibilities & impact- Serve as primary contact for conference, event, and guest suite clients from inquiry through program completion
- Coordinate reservations, planning meetings, site visits, event/conference/guest suite logistics, and campus-partner communications
- Resolve client concerns, maintain accurate event records, and collect post-event assessments
- Coordinate conference and long-term housing operations, including check-in/check-out, occupancy management, facility readiness, inspections, and summer conference operations
- Participate in a May–August on-call rotation for operational emergencies, guest concerns, and crisis management
- Coordinate academic-year event logistics, including timelines, room setups, audiovisual coordination, equipment inventory, and event records
- Assist with budget tracking, billing, reconciliation, financial reporting, invoice documentation, occupancy forecasting, and fiscal-year closeout
- Supervise, recruit, and train student workers and Longhorn Hospitality staff
- Develop training and transition manuals; lead team meetings and one-on-one sessions
- Support marketing initiatives, client tours, promotional materials, business development, benchmarking, and client-feedback analysis
- Support operational initiatives and continuous process improvements
- Drive UT vehicle and perform other duties as assigned
Requirements
What you’ll need- High School Diploma and/or GED
- 3 years of event planning experience
- Relevant education and experience may be substituted as appropriate
- Preferred: Two years of progressively responsible experience in conference services, event management, hospitality, housing operations, or customer service
- Preferred: Experience coordinating multiple projects simultaneously while maintaining exceptional attention to detail
- Preferred: One year using conference, reservation, or event management software
- Preferred: Excellent written, verbal, and interpersonal communication skills
- Preferred: Strong organizational, financial, and problem-solving abilities
- Preferred: Experience with budget management, billing reconciliation, and financial reporting
- Preferred: Experience with conference housing operations
- Preferred: Knowledge of university event management systems, StarRez, EMS, or similar software
- Preferred: Experience planning events or conferences
- Preferred: One year working in a college or university
- Class "C" operator's driver's license required
- Current three-year driving record from the current state of residence required
- Texas driver's license must be obtained within 30 days of becoming a Texas resident if not currently a Texas resident
- Ability to work evenings, weekends, holidays, and participate in an on-call rotation during conference operations
- Resume/CV, letter of interest, and three work references required
- Must present acceptable original documents proving identity and authorization to work in the United States by the third day of employment
Benefits
Comp & perks- 100% employer-paid basic medical coverage
- Free Capital Metro bus rides
- Retirement contributions
- Longevity Pay
- Paid vacation, sick time, and holidays
- Career growth & professional development
- Teacher Retirement System of Texas (TRS) retirement plan eligibility
- Criminal history background check for finalists