Communications and Marketing Special Events Coordinator - College...

The Event Coordinator position provides special events management for multiple departments, overseeing all operational and administrative aspects of events. Responsibilities will include operations support, budget development, planning for on-site and off-site events, vendor relations, event communications, and ensuring a positive customer experience. Event Coordination: • Plans, organizes, and executes events and meetings • Develops procedures and protocols for events • Coordinates event logistics, meeting with the faculty host to organize the event and related itineraries, and coordinating event logistics including: venue locations, travel for guests/participants, catering/food, AV equipment, security, parking, and clean up • Coordinates pre-event and on-site communication with hosts, participants, staff, administrators, and vendors • Builds and maintains relationships with key vendors and university partners before, during and after events • Maintains calendar of events to provide effective long-term planning and event management, anticipating competing events and prioritizing planning to ensure each event is successful • Manages event deadlines, tracks progress, and ensures event stays on track • Works closely with communications, administration and finance staff to oversee and facilitate event processes; develops procedures and protocols for events • Supervises, directs and coordinates the activities of personnel and vendors as required to execute all aspects of events • Works with campus partners on safety and security goals and plans for events • Performs post-event strategic analysis, including budget recaps and results of participant feedback to assess the success of the event, determining where improvements are needed and adjusting future strategies based on these determinations Event Communication Development and Promotion: • Partner with CAS Communications to ensure compliance with University communications-related policies and guidelines, such as UT branding, to develop event promotion plans and resources for Humanities Shared Services departments • Develops communications for events and promotes events on appropriate channels, including all relevant UT calendar resources • Designs and coordinates promotional items with internal and external vendors • Assists with communications on the day of events, including live streaming, Zoom, etc. Schedule Full-time