Events & Engagement Support Coordinator, UT Libraries

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General Notes

The University of Texas Libraries advances teaching, catalyzes research, and democratizes learning in order to develop critical thinkers and global citizens. As an essential campus partner in building a rich research and learning ecosystem, we are committed to creating and sustaining a community that welcomes and respects all individuals, celebrates different perspectives and experiences, and fosters belonging. To learn more about UT Libraries, please visit our website: https://www.lib.utexas.edu/

Purpose

The Events and Engagement Support Coordinator oversees the operational coordination of events at UT Libraries, ensuring consistent and proactive support that enables event owners to execute effective programming that supports our community. In addition, this position supports communication and engagement efforts, particularly around marketing and promotion of UT Libraries.

Responsibilities

• Event Leadership: Oversee event planning and execution frameworks at UT Libraries by developing and managing standardized procedures, processes, checklists, and manuals for large- and small-scale events. Manage event approval processes, responsibilities, and individual roles to ensure adequate promotion, resource, and on-site support availability. Oversee events calendar. Send weekly emails to event stakeholders. Host semesterly trainings.
• Senior Vice Provost Events: Collaborate with event owners on venue, vendors, logistics, design, and overall event management. Provide multifaceted support and ensure supervision and implementation of onsite and/or day-of event operations. Attend events as appropriate to coordinate accurate and effective set up and execution.
• Event Support: Oversee facilities requests and calendaring, and provide appropriate guidance to event owners on catering, entertainment purchases, marketing, parking, and other relevant event detail support. Provide day-of support when appropriate.
• Marketing and Promotional: Support marketing and engagement efforts including developing and producing promotional items, public calendar design elements, event digital and practical signage, social media, and other communication strategies related to events.
• Communications Support: Support the Communications Officer with various projects and programs, which might include print and digital publications, photography and video projects, communication strategies, and development of new initiatives.
• Team Support: Support the SVP Administrative Team with various projects that support the mission of UT Libraries and the Senior Vice Provost's initiatives and goals.
• Other related functions as assigned.

Required Qualifications

• Bachelor's degree and three years of experience (or Associate's degree and five years of experience) in program, project, or workflow management.
• Experience planning and executing events or public programs.
• Ability to meet deadlines and handle multiple workflows and projects simultaneously.
• Excellent organizational skills with strong attention to detail.
• Demonstrated strong communication and interpersonal skills, with an emphasis on diplomacy, clarity, and adaptability.
• Ability to solve problems with creativity and professionalism, proactively and responsively.
• Aptitude for design with ability to create visual content using tools such as Canva or Adobe Creative Suite.
• Ability to maintain brand and writing style standards.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• More than three years of experience.
• Experience working in higher education.
• Experience working in a library, museum, cultural institution, or similar setting.
• Experience editing and proofreading materials.
• Graphic design experience.

We want to emphasize that the preferred qualifications are not required and that we are committed to helping our future colleagues develop these preferred skills.

Salary Range

$50,000 + depending on qualifications

Working Conditions

• May work around standard office and library conditions.
• Repetitive use of a keyboard at a workstation.
• Weekend and evening work may be required.
• Lifting objects, bending, kneeling, walking, standing.

Work Shift

Between 7am and 6pm, Monday through Friday, as arranged with manager. Flexible work arrangements with up to 2 days remote each week after initial onboarding.

Required Materials (PDF preferred)

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

During your application, you will be asked the following questions:

• What is your approach to delivering feedback to event partners after an event has concluded?
• What is your approach to collaboration?
• In what ways are you a strong communicator?

Importantfor 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 thatALLRequired 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 questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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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.