Coordinator for Outreach & Engagement

Job description

Job Posting Title: Coordinator for Outreach & Engagement ---- Hiring Department: University Development Office ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Exempt from FLSA ---- Earliest Start Date: Immediately ---- Position Duration: Expected to Continue ---- Location: UT MAIN CAMPUS ---- Job Details: General Notes 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 Outreach & Engagement Coordinator is responsible for organizing and coordinating all aspects of event communications print materials, maintaining accurate records and data, supporting digital outreach and reporting, assisting with scheduling and administrative tasks, and ensuring efficient processes for UEE’s Outreach & Engagement team to facilitate impactful outreach and engagement efforts. Responsibilities Coordinate the preparation, organization and accuracy of onsite print materials, including but not limited to name tags, place cards, and escort cards for UEE-led events. Develop and manage RSVP forms, support segmentation of guest list for invitations and reminders, and generate invitation list reports to facilitate event outreach efforts. Collaborate with the Presidential and Transformational Giving Research Team by documenting necessary record updating in the CRM system. Build and manage the distribution of digital communications using approved copy design templates. Monitor and track digital outreach data, including open rates, bounce backs, RSVP rates, and unsubscribes to support attendee goals and outreach strategy. Update and maintain the outreach and engagement calendar, ensuring timely task and campaign management to support strategic communication and best practices. Submit purchase and payment requests for the Outreach & Engagement team in accordance with established university procedures and policies. Assist with benchmarking initiatives to ensure outreach and engagement strategies and tools remain competitive and effective. Provide support for scheduling and preparing agendas for internal and external meetings of the Outreach & Engagement team. Oversee and maintain event and hotel inboxes, ensuring prompt and accurate responses to constituents. Prepare and maintain final attendance data for impact assessment and future outreach efforts. Ensure accurate maintenance of records and archives for all lists, including invitation, RSVP, and attendance, as well as final design and content files. Provide content and copy writing support as directed. Additional duties as assigned. Salary $55,000+ based on qualifications Required Qualifications Bachelor’s degree or equivalent experience in communications, marketing, business administration, or a related field. At least three years of experience in a communications role with emphasis on event outreach or marketing. Strong organizational and project management skills, with demonstrated ability to coordinate event materials, manage calendars, and oversee multiple tasks simultaneously. Proficiency with CRM systems and digital communication platforms, such as email marketing (e.g. Eloqua, Emma, Salesforce Marketing Cloud), event management tools (e.g. Cvent, Event Farm), and Microsoft Office Suite. Excellent attention to detail and accuracy in recordkeeping, data management, and preparation of print and digital materials. Strong written and verbal communication skills, including content and copywriting abilities. Ability to work collaboratively within a team, support meeting logistics, and provide prompt, efficient responses to constituents. Knowledge of university procedures and policies related to purchasing and payment requests. Demonstrated commitment to professionalism, accountability, and providing excellent service to stakeholders. Must be eligible to work in the United States on a full-time basis for any employer without sponsorship. Relevant education and experience may be substituted as appropriate. Preferred Qualifications Three or more years of experience working in higher education, nonprofit, or event management environments. Advanced skills in data analysis and reporting for outreach and engagement initiatives, including tracking open rates, RSVP responses, and attendance impact assessments. Familiarity with benchmarking strategies and tools to evaluate and improve outreach effectiveness. Ability to design and edit digital communications using approved templates and creative software. Demonstrated success in maintaining archives and records for complex projects or events. Experience supporting or leading content development and copywriting for outreach campaigns. Proficiency with Box or other cloud-based document management systems for organizing event files and records. Working Conditions 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. May 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 Three work references with 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.