Events & Travel Coordinator, Department of Aerospace Engineering and Engineering Mechanics

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Job Details:

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!

UT Austin provides outstanding employee benefits and total rewards packages that include:

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

• Voluntary Vision, Dental, Life, and Disability insurance options

• Generous paid vacation, sick time, and holidays

• Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds

• 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

• Robust free training access through LinkedIn Learning plus professional conference opportunities

• Tuition assistance

• Expansive employee discount program including athletic tickets

• Free access to UT Austin's libraries and museums with staff ID card

• Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card

To plan, coordinate and execute events and travel for the Department of Aerospace Engineering and Engineering Mechanics.

• 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.

• Collaborate with development, communications, and administrative staff to strengthen alumni and corporate relations by coordinating and supporting strategic events.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• Process travel authorizations. Respond to travel inquiries, and provide guidance to ASE-EM faculty, staff, and students related to travel policies.

• Other related functions as assigned.

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.

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.

$50,000 + depending on qualifications

• May work around standard office conditions

• Occasional travel is required. Extended work hours may be required to meet event deadlines

• 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.

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Employment Eligibility:

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Retirement Plan Eligibility:

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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.