Assistant Director, Event Logistics

The University of Texas at Austin
retirement plan
United States, Texas, Austin
101 East 27th Street (Show on map)
Mar 27, 2025
Job Posting Title: Assistant Director, Event Logistics ---- Hiring Department: University Development Office ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Exempt ---- Earliest Start Date: Apr 02, 2025 ---- Position Duration: Expected to Continue ---- Location: UT MAIN CAMPUS ---- Job Details: General Notes About The University of Texas at Austin What starts here changes the world. The University of Texas at Austin, founded in 1883, ranks among the 40 best universities in the world with top national programs across 19 colleges and schools. By creating educational opportunities for all and leading cutting-edge research at scale, the University fosters positive social change, technological advancement, and economic progress showing the world that change really does start here. Following our 10-year strategic plan, UT will become the world's highest-impact public research university, unleashing knowledge, opportunity and innovation from the heart of Texas. Learn more about UT's mission and values, leadership and Change Starts Here strategic plan. Why Join Texas Development? The University of Texas at Austin is on the front lines of the future: sparking the imagination, driving discovery and transforming lives. And it's only possible because generous supporters believe in the power and promise of our state's flagship university to change the world. Together, through one of the largest fundraising efforts in our state's history, we will support our people, amplify the unmatched potential of our place, and lead innovation through world-changing pursuits. With nearly $5 billion raised over the past six years, Texas Development is quickly becoming one of the best fundraising programs in higher education. Texas Development is a dynamic community of more than 450 fundraising professionals across the Forty Acres. We strive to reach the highest levels of achievement and success in all that we do by creating meaningful and powerful experiences for our donors. Join us and change the world. Benefits The University provides a competitive benefits package that includes insurance and retirement benefits in addition to other programs and services. Texas Development supports growth by offering professional development opportunities that help every team member accomplish their goals, enrich their skillset and deepen their engagement with UT. Purpose The University Events and Experience team seek an Assistant Director, Event Logistics with a keen ability tomanage, coordinate,and support the logistical aspects offull-cycle events. This position will support the highest quality of event creation and project support through budget management, staffing, coordination, transportation and accessibility planning, vendor coordination and production timing. Responsibilities Manage budgets and logistical scope of projects/events, securing all corresponding invoices/quotes/financial documentation, producing work orders,determine materials and services from vendors,obtain final approval on all proposals in conjunction with budget. Coordinate, determine and manage event staffing and guest services needs for all UEE events and projects, scheduling and working with UEE staff, UEE interns, student organizations, outside labor, volunteers and assist with supervising set-up/strike of events and ensure accuracy and timeliness. Partner with Project Director to understand and interpret needs of events with all internal departments on campus as well as external providers: securing venues, hotels, contracts, room blocks, event parking, transportation, ADA/accessibility security, and services needed for each event. Maintain UEE assets, online inventory records, vehicles, produce minutes and other forms of meeting documentation such as maintaining event files, historical reference materials (past event photos, final budgets). Provide office support as assigned to include ordering event supplies, organizing inventory, distribution and storage of event materials, and participating in the evaluation of ongoing events. Attend meetings and site visits, gathering details and providing insight on all projects. Attend University events as assigned. All other duties as assigned. Required Qualifications Bachelor's degree. A minimum of 3 years of increasingly responsible experience producing high-profile, donor/guest-centric dinners and programs. Supervisory experience. Proven ability to manage multiple tasks and handle pressure under tight schedules and work both as a team leader and a team member. Proven ability to collaborate with contractors and vendors required to produce events. Proven ability to develop and work within a budget. Excellent written, verbal, and interpersonal communication skills and ability to relationship build. Demonstrated attention to detail. Relevant education and experience may be substituted as appropriate. Preferred Qualifications Experience working on high profile events for a university or within a C-suite environment.. More than required years of experience Experience in higher ed. Salary Range $70,000 + depending on qualifications Working Conditions Typical office environment Standard use of office equipment Must be able to work early mornings, late evenings, weekends and holidays. Must be able to travel often. Required Materials Resume/CV 3 work references with their contact information; at least one reference should be from a supervisor Letter of interest Importantfor 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 thatALLRequired 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 questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above. ---- 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. ---- 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. ---- 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. ---- 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. ---- 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] ---- 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.