Events Coordinator - (Part Time) UTSA Libraries and Museums

Events Coordinator - (Part Time) UTSA Libraries and Museums

Location: San Antonio, TX
Regular/Temporary: Regular
Job ID: 12977
Full/Part Time: Part Time

Org Marketing Statement

The University of Texas at San Antonio is a Tier One research university and a Hispanic Serving Institution specializing in cybersecurity, health, fundamental futures, and social-economic transformation. With more than 35,000 students, it is the largest university in the San Antonio region. UTSA advances knowledge through research and discovery, teaching and learning, community engagement and public service, and with an intentional focus on career readiness the university produces more graduates for the workforce than any other institution in the region. It is a catalyst for socioeconomic development and the commercialization of intellectual property — for Texas, the nation and the world. UTSA has been recognized as a Top Employer in Texas by Forbes Magazine. Learn more online, on UTSA Today or on X (formerly Twitter), Instagram, Facebook, YouTube or LinkedIn.

In 2024, the UT System Board of Regents authorized UT System to begin integrating UTSA and UT Health San Antonio into one unified institution, establishing a world-class university that integrates academic, research, and clinical excellence to build a profoundly impactful university of the future. Driven by a vision for growth and impact, this merger will expand capacity to offer robust undergraduate and graduate programs, attract top-tier faculty and staff, develop innovative initiatives, and elevate transdisciplinary research to address the evolving needs of the region.

Posting End Date: Applications will be accepted through 11:59 PM CDT on 01/27/2025. At the discretion of the hiring department, this position posting may close once a sufficient number of qualified applications have been received.

Salary Range: $18,000- $19,000 annualized, commensurate with education, experience and qualifications.

Hours: up to 20 hours per week, part-time, non-exempt.

Required Application Materials:

• Resume is required.
• Cover letter is preferred.

Essential Functions

Job Summary

Responsible for scheduling and supervision of events and coordinating technical, physical and other required support. Assist with the planning and coordination of support operations for the Libraries & Museums Faculty Center.

Core Responsibilities

1. Assists in planning and scheduling university events to include coordination/procuring of location, facilities, technical services, supplies and personnel.
2. Provides guidance for student employees in their roles supporting events, setup of facilities, routine care of spaces, and technical support.
3. Contacts internal and external participants to assist with coordination of internal and co-sponsored events. Coordinates facilities work orders, housekeeping requests and tech requests for scheduled events.
4. Communicates in person and in written formats, information regarding facility use, program operations, A/V and technological support, and University policies, regulations and procedures to customers and the University community.
5. Provides administrative assistance to support the Events Manager and in support of the various events.
6. Provides technical and audio-visual assistance as required.
7. Assists in training personnel and student employees in support of operations and events.
8. Provides on-site event assistance as needed.
9. Assists with the coordination of financial transactions, including purchasing and inventory.
10. Participates in special meetings.
11. Performs other duties as assigned.

Required Qualifications

• Associate's Degree or 60 earned college credit hours from an accredited institution.
• Two years of experience in events planning and management.
• Proficiency in use of Outlook and Word.
• Strong customer service skills.
• Proficiency in the use of English grammar and spelling.
• Ability to communicate effectively with all stakeholders.
• General knowledge of sound and lighting systems and other applicable equipment.
• Excellent verbal and written communication skills.

Preferred Qualifications

• Bachelor's Degree in a related field from an accredited institution.
• Familiarity with event planning systems and workflows.

Additional Information

• UTSA is a tobacco free campus.
• This is a security sensitive position. Employment is contingent upon a successful background check.
• Applicants selected must be able to show proof of eligibility to work in the United States by time of hire.

Working Conditions

• Ability to travel to and from meetings, training sessions or other business-related events.
• Workdays, areas, and work hours may vary based on the needs of the department.

Physical Demands:

• Ability to lift, move and adjust chairs, tables and other meeting equipment as needed based on event layout.
• Ability to exert up to 20 pounds of force to life, carry, push, pull or otherwise move objects.

This position will be primarily located on campus. Travel and parking expenses are the employee's responsibility.

Equal Employment Opportunity

As an equal employment opportunity and affirmative action employer, it is the policy of The University of Texas at San Antonio to promote and ensure equal employment opportunity for all individuals regardless of race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability or genetic information, and veteran status. The University is committed to the Affirmative Action Program in compliance with all government requirements to ensure nondiscrimination. Women, minorities, people with disabilities and veterans are encouraged to apply. UTSA campuses are accessible to persons with disabilities.


To view the full job posting and apply for this position, go to https://zahr-prd-candidate-ada.utshare.utsystem.edu/psp/ZAHRPRDADA/EMPLOYEE/UTZ_CG/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=21&JobOpeningId=12977&PostingSeq=1


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