Job Posting Title:

Assistant Director of Events, College of Natural Sciences

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Hiring Department:

College of Natural Sciences

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt from FLSA

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

AUSTIN, TX

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Job Details:

General Notes

This position is not eligible for employer-sponsored work authorization. Applicants must be authorized to work in the United States for any employer now and in the future without sponsorship.

The College of Natural Sciences at UT Austin, strives to foster a work environment that enables all employees to contribute at the highest possible level to support the mission of the University.  What starts here really does change the world.  For more information about the College of Natural Sciences, please visit  https://cns.utexas.edu. The university also offers an impressive benefits package. For more information, see Prospective Employee Benefits.

Purpose

Provide strategic leadership and oversight for event planning, production, and execution for the College of Natural Sciences, The University of Texas at Austin’s largest college, which delivers world-class STEM education initiatives, high-impact scientific research, and exciting science programming from the heart of Texas. The Assistant Director sets the strategic direction for the college’s signature events, oversees the delivery of high-caliber events and event processes, and personally leads select events assigned directly to this role. This important post also leads and develops a team of experienced professionals and early career staff, partners with the Dean’s Office on its signature events, supports the evolution of the Texas Science Festival and provides flexible planning support and consultation to other areas across the college as needed.

Responsibilities

• Strategic Event Leadership & Portfolio Management: Oversee the planning, execution, and evaluation of high-profile college events and special projects, including college-wide faculty/staff/student awards celebrations, donor-facing and high-level stakeholder events, public events taking place during the annual Texas Science Festival, and emerging special projects and academic events. Guide the events team’s approach to event design, guest experience, production planning, operational execution, risk management, and service delivery to ensure events align with the college’s mission and priorities and that event needs are met with professionalism.

• Event Planning, Execution, Operations and Production Management: Serve as the lead planner and primary point of contact for specific events assigned directly to this role, with full ownership of planning, execution, and post-event follow-up, particularly for dean-hosted events, providing logistical and planning support from concept through completion. Direct all phases of event planning and execution for select events, including vendor selection and negotiation, venue logistics, production schedules, catering, décor, and guest experience components. Develop and manage event budgets, monitor expenditures, process financial documentation, and ensure fiscal accountability and compliance with university policies throughout the planning lifecycle. Assume ownership of production schedules and resolve complex operational issues, providing decision-making support before, during, and after events.

• Team Leadership & Staff Development: Manage, train, mentor, and provide day-to-day direction to the events team, including seasoned professionals, newcomers, and student workers, by assigning work, establishing priorities, monitoring progress, and supporting professional development. Work alongside team members, including in a supporting role on events led by other staff, and foster a collaborative, service-oriented culture that promotes accountability, quality, and continuous improvement.

• Organizational Excellence & Continuous Improvement: Develop and maintain organizational systems, tools, templates, and best practices that improve efficiency, consistency, and quality across the events function, including vendor and contract management, purchase orders and certificates of insurance, invitation and RSVP tracking, event signage/collateral/swag, inventory management for the events lending library and CNS store, metrics reporting, and voucher processing. Evaluate event outcomes and recommend improvements to operational practices and service delivery standards.

• Stakeholder & Partner Management: Coordinate efforts among college leadership, faculty, staff, students, campus partners, vendors, and external organizations across assigned events. For events led by other areas within the Dean’s Office that have their own dedicated events staff, provide flexible support and oversight — ranging from directly coordinating the event, to assigning an events team member to assist, to serving in a consultative role — depending on the area’s needs. Build and maintain strong relationships with campus departments, service providers, and event partners to ensure effective collaboration and successful outcomes. Oversee communication of event information through social media and web calendars.

• Other Duties: Perform other duties as assigned, including supporting the evolution of the Texas Science Festival and special projects in a dynamic environment where new opportunities to contribute to the mission emerge.

Required Qualifications

Bachelor’s degree. At least five years of progressively responsible experience in event planning and management, including experience leading, training, and developing staff. Demonstrated ability to independently plan, coordinate, and execute a diverse portfolio of high-profile events, including donor-facing and executive-level engagements. Proven ability to develop and manage event budgets, negotiate and manage vendor contracts, and ensure fiscal accountability. Ability to work effectively, strategically, and flexibly in a dynamic environment while managing multiple, concurrent projects and competing priorities to meet goals, objectives, and deadlines. Ability to lead and develop a team of established, high-performing individual contributors and newcomers to event planning alike. Excellent follow-through, organizational, and problem-solving skills. Passion for science and education, with the ability to understand event objectives and design events that support the mission and needs of the institution. Strong interpersonal, written, and verbal communication skills with the ability to interact with a variety of constituents, including college leadership, faculty, staff, students, and donors. Strong computer skills, including Microsoft Excel, PowerPoint, and Canva. Ability to work overtime during peak event seasons, including some evenings and weekends. Ability to lift up to 40 lbs. and work on your feet for long periods of time. Extremely detail-oriented, highly organized, and able to think strategically, creatively, collaboratively, and tactically.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience in higher education event management. Experience with Smartsheet or similar project management software. Extensive knowledge of UT Austin policies and procedures. Experience managing direct reports and building team capacity.

Salary Range

$80,000 + depending on qualifications

Working Conditions

• General office conditions with the majority of time spent in contact with staff, students, faculty, donors, and administrators both during and after usual office hours.

• This is an on-campus job, requiring in-office attendance. Employees are eligible for generous benefits.

• Some evening and weekend work is required.

Required Materials

• Resume/CV

• 3 work references with their contact information

• Letter of interest

Important for 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 that ALL Required 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 questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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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.

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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.

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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.