Conference and Events Coordinator

Job Posting Title:

Conference and Events Coordinator

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Hiring Department:

University Housing and Dining

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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:

Oct 09, 2026

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

BENEFITS: UT Austin offers a competitive benefits package that includes:

• 100% employer-paid basic medical coverage
• Free Capital Metro bus rides
• Retirement contributions
• Longevity Pay
• Paid vacation, sick time, and holidays
• Career growth & professional development

Please visit our Human Resources (HR) website at https://hr.utexas.edu/ to learn more about the total benefits offered when you join our team!

Purpose

The Conference & Events Coordinator provides comprehensive coordination and operational support for Longhorn Hospitality's conference, event, guest housing, and summer conference programs. This position serves as a primary client contact for Conference and Event Services (CES), oversees event logistics and housing operations, coordinates billing and financial reconciliation, and supports marketing and business development efforts, and collaborates across multiple university departments to deliver exceptional guest/student experiences. The CES Coordinator plays a critical role in advancing Longhorn Hospitality's strategic initiatives by improving conference and events operational efficiency, strengthening client relationships, supporting revenue generation, and ensuring outstanding customer service throughout the conference and event lifecycle.

Responsibilities

• Serve as a primary contact for conference, event, and guest suite clients from inquiry through program completion. Coordinate reservations, planning meetings, site visits, event/conference/guest suite logistics, and communication with campus partners. Ensure exceptional customer service, resolve client concerns, maintain accurate event records, and collect post-event assessments to support continuous improvement.
• Coordinate conference and long-term housing operations, including check-in/check-out processes, occupancy management, and facility readiness. Collaborate with Residence Life, Facilities, Human Resources, Business Services and Building Services to ensure spaces meet university standards. Monitor occupancy trends, conduct facility inspections, and support summer conference operations. Ensure compliance with university policies, maintain conference and event equipment inventory, and participate in an on-call rotation during the summer conference season (May–August) to respond to operational emergencies, guest concerns, and crisis management for conference and guest housing operations.
• Coordinate logistics for events during the academic year (August–May). Manage event timelines, room setups, audiovisual coordination, equipment inventory, and communication with campus partners to ensure successful event execution. Support event reservations and maintain accurate records within conference and event management systems.
• Assist with budget tracking, billing, reconciliation, and financial reporting for conference, event, and housing operations. Coordinate invoice documentation, resolve billing discrepancies with Business Services, support occupancy forecasting, and ensure financial records are reconciled and completed by fiscal year deadlines.
• Supervise student workers and assist with recruiting and training Longhorn Hospitality staff. Develop training and transition manuals to support event and conference operations. Lead team meetings and conduct one-on-one sessions with student staff to provide guidance, feedback, and support. Train student staff in effective software usage and proper event execution.
• Support marketing initiatives that promote conference services, guest housing, and event spaces. Conduct client tours, assist with promotional materials, identify new business opportunities, benchmark industry best practices, and analyze client feedback to enhance services and increase revenue.
• Support departmental operational initiatives and continuous process improvements. Drive UT vehicle. Perform other duties as assigned.

Required Qualifications

• High School Diploma and/or GED.
• 3 years of event planning experience.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Two years of progressively responsible experience in conference services, event management, hospitality, housing operations, or customer service.
• Experience coordinating multiple projects simultaneously while maintaining exceptional attention to detail.
• One year using conference, reservation, or event management software.
• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational, financial, and problem-solving abilities.
• Experience with budget management, billing reconciliation, and financial reporting.
• Experience with conference housing operations.
• Knowledge of university event management systems, StarRez, EMS, or similar software.
• Experience planning events or conferences.
• One year working in a college or university.

Driving Required This job requires a class "C" operator's driver's license. The applicant selected must provide a current three year driving record from the current state of residence. If not currently a Texas resident, a Texas driver's license must be obtained within 30 days of becoming a Texas resident. Employees who are required to have a CDL are subject to drug and alcohol testing (pre-employment, post-accident, reasonable suspicion, random, return-to-duty, and follow-up drug and alcohol testing).

Salary Range $49,000 + depending on qualifications

Working Conditions

• May work in all weather conditions
• May work in extreme temperatures
• May work around standard office conditions
• May work around chemicals
• Use of manual dexterity
• Climbing stairs
• Lifting and moving

Work Shift

• Monday - Friday 8AM - 5PM. Ability to work evenings, weekends, holidays, and participate in an on-call rotation during conference operations.

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• 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.