Job Information
UNIVERSITY OF TEXAS AT AUSTIN Event Coordinator for Event Services in AUSTIN, Texas
Serve as the primary contact for event reservations, collecting schedules, program details, and tracking reports through software systems. Coordinate and communicate with relevant UHD departments to ensure smooth event execution and setup. Manage event services inventoryincluding AV equipment, linens, dcor, and other suppliesand develop replacement timelines as needed. Support summer conference reservations and event space coordination. Internal and external event clients, ensuring all event detailspast and upcomingare meticulously tracked to provide personalized service and make every client feel supported. Develop assessment tools for event feedback surveys to gather insights for continuous improvement. Assist in implementing marketing strategies for event services and conduct tours and meetings with prospective clients. Identify bench marking opportunities to enhance offerings, analyze gaps in current clientele, and propose strategies to attract new business. Supervise Event Services student workers and assist with recruiting and training Longhorn Hospitality staff. Develop training and transition manuals to support event operations. Lead team meetings and conduct one-on-one sessions with student staff to provide guidance, feedback, and support. Train student event staff on effective software usage and proper event execution. Uphold customer service standards by ensuring university and departmental expectations are consistently met. Engage proactively with students, internal partners, external partners, and other guests to address their needs through timely email follow-ups and phone communication. Support the achievement of strategic plan goals and timelines. Maintain a seamless, one-stop-shop experience for clients, ensuring smooth and efficient service throughout the event planning process.Assist the Conference and Guest Services Administrative Associates with collecting billing information and documents for Business Services Team to close out records. Assist with tracking with reconciliation reports and ensure all billing items are closed out before the end of the fiscal year. Provide logistical support for UHD initiatives and special events, including Golden Horns, luncheons, and UHD Signature Events. Serve as the dedicated representative on various Residence Life committees and task forces, contributing expertise and insights to enhance departmental functioning. Actively participate in special work groups focused on critical systems and engage with Residence Life Committees to ensure the department's voice is integrated into key decisions and initiatives. This role fosters a collaborative environment and enhances the department's visibility and strategic influence across the university. Additionally, provide support with other duties as assigned.