Job Posting Title:

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Hiring Department:

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Position Open To:

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Weekly Scheduled Hours:

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FLSA Status:

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Earliest Start Date:

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Position Duration:

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Location:

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Job Details:

Purpose

The Student Event Associate will support the planning and execution of university events. Responsibilities include coordinating event logistics, managing communications, assisting with setup and teardown, maintaining inventory, and ensuring event spaces are prepared. The role requires strong organizational skills, attention to detail, and the ability to work collaboratively with various stakeholders.  

Job Responsibilities

Event Outreach 

• Direct emails to the appropriate individual and respond to emails within 48 hours. 

• Partner with stakeholders to coordinate meetings and review event proposals. 

Event Support 

• Enter event details into the Momentus system. 

• Provide day-of event support across four campus locations, including coordinating real-time changes, delivering audiovisual (AV) assistance, and offering responsive customer service and problem-solving to both clients and stakeholders.  

• Conduct walkthroughs of event spaces before and after events and coordinate with the Event Organizer. Communicate changes to appropriate parties and assist  with event setup flips. 

• Support Conference and Event Services leadership by providing event-related information and operational support. 

• Pull inventory and create event-specific setups. Maintain inventory lists, research new supplies, and oversee AV and event equipment inventories
• Order, prepare, and distribute event materials. Document damaged or missing items. 

• Operate and monitor lighting, AV systems, and door access.

• Assist with interviews for Longhorn Hospitality and plan training for new student staff. 

• Maintain Event Service documentation in designated locations and systems. 

• Update and create web content related to events and conferences. 

• Compile assessment feedback for events and conferences. 

University Outreach 

• Schedule benchmarking meetings with other universities. Create proposals based on benchmarking. 

• Other duties as assigned.

Requirements

• Complete 24 semester hours before employment.
• Work a minimum of 5 hours per week.
• Maintain a GPA of 2.5 or above and remain in good disciplinary standing. 
• No other assistantship or employment during the period of employment, unless approved (max 5 hours/week on-campus). 
• Limit course load to 16 credit hours during long sessions and 12 hours during summer. 
• Must be a regularly enrolled student at the University of Texas at Austin as defined by the Quantity of Work Rule in the General Information catalogue
• Must have a Texas driver’s license. Staff will operate a University vehicle due to the nature and responsibility of this position.

Compensation

$13.00 / hour

Working Conditions

Tasks involve climbing stairs, bending, stooping, kneeling, and lifting up to 20 pounds. You will be trained in and expected to use safe lifting and transport techniques. 

Standard Uniform

• Business Casual attire.

Required Materials

• Resume

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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 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.