Special Events Coordinator

Position Information

Hiring Department: Aerospace Center & W.M. Keck Center

Reports To: Director

Job Location: On-site; El Paso, TX

Posting End Date: Open until filled. This posting may close once a sufficient number of qualified applications have been received.

Hours: 40 hours per week, standard Monday- Friday 8:00am- 5:00pm, flexibility is required on evenings and weekends

FLSA status: Exempt

Earliest Start Date: As soon as possible

Salary: $46,550 annually

Required Application Materials:
• Resume
• Cover Letter
• List of three references

Incomplete application will not be considered.

Note: This is a full-time, temporary position, contingent upon the availability of funds, with the intent to extend the position on an annual basis. The position is eligible for full benefits, including medical, dental, and vision.

Position Summary

Coordinates, plan, and execute special events, seminars for Aerospace Center and Keck Center. Supports the administrative and business functions of Keck Center, working closely with Keck Center leadership to expand research and development, within area of assigned responsibility.

Statement of Duties and Responsibilities:

Plan, organize, and execute special events and seminars. Assists with activities of staff in a business function, division, or department.

Coordinate with internal teams and external vendors for logistics, catering, and venue arrangements.

Coordinate all aspects of event registration, ensure effective communication with attendees, and conduct comprehensive post-event evaluations

Ensure all events comply with organizational policies, safety regulations, and quality standards.

Overseeing travel related activities including processing travel authorization and ensuring submission of expense reports for travel reimbursement.

Works with Keck business staff to assist submission of purchase in Miner Mall.

Works with Keck business staff to ensure timely reconciliation of all cost center, institutional account, gift accounts, etc.

Creates documents and materials that follow organizational standards and branding.

Coordinates activities of staff in a business function, division, or department.

Oversees the preparation of management and productivity reports and studies.

Organizes special investigations and research studies.

Creates documents and materials that follow organizational standards and branding.

Establishes goals and objectives; develops and approves schedules, priorities, and standards for achieving goals; and coordinates

evaluation activities.

Coordinates the implementation of techniques for evaluating business functions or division or department activities.

Organize budget requests, monitors budget expenditures, and makes adjustments as necessary.

Coordinates, monitors, and evaluates policies and procedures and monitors compliance with policies and procedures.

Identifies areas of needed change and makes recommendations to improve operations.

Provides technical guidance for a business function, division, or department.

May participate in planning and implementing staff development activities.

May coordinate the preparation, development, review, and revision of legislation.

May represent the business function, division, or department at meetings, conferences, and seminars or committees.

Plans, assigns, and supervises the work of others.

Knowledge of all Microsoft Office software and able to learn and use institutional software systems.

Complies with all State and University policies.

Other duties may be assigned.

Supervisory Responsibilities: Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Required Qualifications:

Education: Bachelor’s Degree

and

Experience: Three years of related experience; or equivalent combination of education and experience.

Why Pick UTEP

The University of Texas at El Paso (UTEP) is a comprehensive public research university that is increasing access to excellent higher education. We advance discovery of public value and positively impact the health, culture, education, and economy of the community we serve.

UTEP is America’s leading Hispanic-serving university. Located at the westernmost tip of Texas, where three states and two countries converge along the Rio Grande, 84% of our 26,000 students are Hispanic, and half are the first in their families to go to college. UTEP offers 170 bachelor’s, master’s and doctoral degree programs at the only open-access, top-tier research university in America.

This is an especially exciting time to join UTEP as it advances the goals of its 2030 Strategic Plan. Built around the institution’s core strengths—its location, its people, its supportive culture, and its community partnerships—the plan lays out a bold vision for the next decade, aimed at maximizing the University’s regional impact and national stature.

Miner Perks and Benefits

What UTEP Offers:
• Benefit Package includes: Medical, Prescription, Life Insurance and Wellness platform
• Voluntary Benefits: Dental, Vision, Additional life insurance, UT Flex, Short and Long - term disability plans
• Retirement Programs
• Longevity Pay
• Paid Vacation & Sick Leave
• Paid Holidays
• Employee Discounts & Perks
• Employee Education Assistance program
• And much more! Visit our Benefits Summary Page for more information on our additional benefits.

Disclaimer: Eligibility for perks and benefits may vary based on part-time or full-time employment.

Additional Information

Note: To the extent that this position involves research, work, or access to critical infrastructure as referenced in Executive Order GA-48, being hired for and continuing to be employed in this position requires the ability to maintain the security or integrity of the infrastructure.

The primary accountabilities are intended to describe the general content of and requirements of this position and are not intended to be an exhaustive statement of duties. Incumbents may perform all or some of the primary accountabilities listed. Specific tasks or responsibilities will be documented in the incumbents’ performance objectives as outlined by the incumbents’ immediate supervisor or manager. This position is security-sensitive and subject to Texas Education Code §51.215, which authorizes the employer to obtain criminal history record information. A valid driver’s license issued by the State where the applicant resides and insurability as defined in UTS 157 may be required to perform the position's essential functions.

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee must frequently stand and walk. The employee must regularly sit; use hands to feel; reach with hands and arms; and talk or hear. The employee must lift and move up to 50 pounds.

The noise level for this work environment is usually moderate.

In keeping with its access, excellence, and impact mission, The University of Texas at El Paso is committed to a learning and working environment that honors the talents, respects the differences, and nurtures the growth and development of all. We seek to attract faculty and staff who share our commitment.

The University of Texas at El Paso is an Equal Opportunity Employer. The University does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, genetic information, veteran status, sexual orientation, or gender identity in employment or the provision of services in accordance with state and federal law. Discrimination on the basis of sex includes an employee’s or prospective employee’s right to be free from sexual harassment under Title IX of the Higher Education Amendments of 1972. Inquiries—including the filing of a Formal Complaint or reporting an incident—about the application of Title IX may be referred to the Title IX Coordinator, who can be reached by phone at (915) 747-8358, by email at [email protected], or by mail at 500 W. University Ave., El Paso, TX, Kelly Hall, Room 223C.

For accommodation information for employees and applicants with disabilities, please contact UTEP's Equal Opportunity Office at [email protected].

Work Location: In person