Assistant Director for Ceremonial & Reputational Events

Job description

Job Posting Title: Assistant Director for Ceremonial & Reputational Events ---- Hiring Department: University Development Office ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Exempt from FLSA ---- Earliest Start Date: Jul 26, 2026 ---- Position Duration: Expected to Continue ---- Location: UT MAIN CAMPUS ---- Job Details: About The University of Texas at Austin What starts here changes the world. The University of Texas at Austin, founded in 1883, ranks among the best universities in the world. With 76 programs ranked in the top 10, UT Austin is the #1 public university in Texas and the #7 public university in the nation. Like the state it calls home, The University of Texas at Austin is a bold, ambitious leader supporting more than 55,000 students, 4,750 faculty, 15,000 staff and top national programs across 18 colleges and schools. Amid the backdrop of Austin, Texas, a city recognized for its creative and entrepreneurial spirit, the University provides a place to explore countless opportunities for tomorrow’s artists, scientists, athletes, doctors, entrepreneurs and engineers. Learn more about UT’s mission and values and leadership . Why Join Texas Development? The University of Texas at Austin is a thriving hub of learning and discovery that anchors our city and enables excellence and innovation on the highest level. And it’s only possible because generous supporters believe in the power and promise of our state’s flagship university to change the world. With more than $6 billion raised in the What Starts Here campaign, Texas Development is quickly becoming one of the best fundraising programs in public higher education. Texas Development is a dynamic community of 500+ fundraising professionals across the Forty Acres. We strive to reach the highest levels of achievement and success in all that we do by creating meaningful and powerful experiences for our donors. Follow your passion, grow your career and help us change the world . Benefits The University provides a competitive benefits package that includes insurance and retirement benefits in addition to other programs and services. Texas Development supports growth by offering professional development opportunities that help every team member accomplish their goals, enrich their skillset and deepen their engagement with UT. Purpose The Assistant Director for Ceremonial & Reputational Events leads the planning, execution, and continuous improvement of high-visibility university events that advance institutional reputation, recognize excellence, and strengthen engagement with key campus and external stakeholders. This portfolio includes university awards programs, ceremonial events, faculty engagement events, and other events as assigned. The Assistant Director manages complex event logistics, project timelines, budgets, vendor coordination, documentation, stakeholder communications, and on-site execution while ensuring alignment with university priorities and standards. The role builds strong relationships with colleagues, campus partners, university services, external vendors, and senior-level stakeholders to support seamless collaboration across all phases of event production. Working closely with UEE leadership and finance, the Assistant Director helps ensure accurate record, policy compliance, post-event reconciliation, and consistent delivery of polished, mission-aligned events that reflect the university’s values and reputation. This position has an end date of 8/31/2027, but may be renewable based upon availability of funding, work performance, and progress toward goals. Funding is expected to continue. Responsibilities Lead planning and execution for ceremonial and reputational events, including university awards programs, faculty engagement, and other events as assigned. Serve as primary project lead for assigned events, managing timelines, production schedules, budgets, task lists, approvals, and deliverables from planning through close-out. Build and maintain strong working relationships with campus partners, University services, faculty stakeholders, student organizations, vendors, and internal colleagues. Coordinate planning and post-event meetings; prepare agendas, briefings, production documents, and follow-up materials as needed. Manage event documentation, including estimates, contracts, invoices, approvals, diagrams, service requests, communications, run-of-show documents, presentations, videos, photos, and final records. Coordinate event logistics, including venue reservations, vendor contracting, transportation, security, facilities, staffing requests, student support, entertainment bookings, guest experience, and event-day operations. Support procurement, organization, and distribution of event materials, awards, recognition items, and related supplies. Provide leadership during on-site execution, including vendor coordination, volunteer management, setup oversight, guest and stakeholder experience. Submit purchase request, contracts, payment requests, and financial documentation in compliance with University, State, and internal procedures. Complete post-event reconciliation within two weeks, including budgets, schedules, documentation, invoices, event records, and lessons learned. Additional duties as assigned. Salary $75,000 annually Required Qualifications Bachelor’s degree or equivalent experience in event management, hospitality, operations, communications, higher education administration, or a related field. At least four years of experience in event management, hospitality, operations, advancement, higher education, or a comparable role supporting complex or high-visibility events. Demonstrated ability to manage complex event logistics, production schedules, budgets, stakeholders, vendors, and competing priorities with professionalism and discretion. Strong organizational, interpersonal, written, and verbal communication skills, including the ability to support senior-level campus partners and executive-facing events. Experience coordinating event planning meetings, developing agendas and production documents, and managing follow-up across multiple stakeholders. Proficiency in Microsoft Office Suite, calendar management, project management systems, document management platforms, and event/project management tools. Proven ability to exercise sound judgment, solve problems, and adapt in fast-paced, highly visible event environments. Experience coordinating logistics, site planning, vendor services, staffing, and on-site execution. Skilled in maintaining standard operating procedures, event records, and post-event documentation. Demonstrated commitment to professionalism, accountability, confidentiality, and excellent service to stakeholders. Ability to lift 30 pounds or more, as needed. Willingness and availability to work nights, weekends, and travel as required to support events execution. Preferred Qualifications Six or more years of experience managing high-profile, ceremonial, reputational, academic, advancement, or executive-facing events. Experience supporting faculty engagement, awards programs, recognition events, or strategic engagement events in a university setting. Experience working with senior university leadership, faculty leaders, advancement partners, or other executive-level stakeholders. Proven experience managing event budgets, production schedules, project plans, vendor relationships, and real-time coordination for complex events. Proficiency with Box or other cloud-based document management systems for organizing event files and records. Proven ability to independently manage all aspects of event logistics, including venue reservations, vendor contracting, transportation, security, facilities, staffing, entertainment bookings, guest experience, and on-site execution. Familiarity with state and university procurement policies and procedures. Strong problem-solving skills and the ability to adapt to evolving event requirements while maintaining a high standard of service and professionalism. Experience supervising or coordinating student volunteers, interns, temporary staff, or event support teams. Working Conditions This position has an end date of 8/31/2027, but may be renewable based upon availability of funding, work performance, and progress toward goals. Funding is expected to continue. This is an on-site position (40 hours per week) and the schedule will vary based on university and department schedules, and with the types of events scheduled and operational functions. Work late evenings and some weekends for scheduled events. Hours are subject to change. Works in standard office conditions, in a shared office environment, with repetitive use of a keyboard at a workstation. May work in all weather conditions. Regular and consistent attendance is required in this job. Applicants must be authorized to work in the United States. The University Development Office does not sponsor work visas for this position. This position is based in Austin, Texas. 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. ---- 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. ---- 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. ---- Background Checks: A criminal history background check will be required for finalist(s) under consideration for this position. ---- 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. ---- 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. ---- 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. ---- 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] ---- 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.