Administrative and Events Coordinator

Administrative and Events Coordinator

Provost

St. Edward's University of Austin, Texas invites applications for the position of Administrative and Events Coordinator. This position supports the mission of St. Edward's University by planning and coordinating large scale university events for academic affairs. This individual is responsible for oversight and managing the Provost calendar, Provost Office calendar and activities.

For consideration, this position requires the following qualifications:

• College degree preferred or equivalent combination of education and experience.
• Proven administrative and project coordination skills as demonstrated through experience and references
• Prefer (4) four or more years' experience coordinating administrative projects
• Ability to accomplish multiple tasks simultaneously
• Exceptional organizational skills
• High level of computer competency including working with the internet, calendars, spreadsheets, databases, word processing and presentation software
• Effective verbal and written communication skills
• Ability to set and achieve goals
• Discretion and independent judgement

Essential Responsibilities Include:

• Plan and coordinate special events including fall and spring Commencement ceremonies, fall and spring Medallion Ceremonies, GradFest, Honors Night, Faculty Retirement Celebration, Emeritus Reception and Dinner, and General Faculty Meeting.
• Create and manage event budgets, track expenses, and ensure that all costs are within allocated limits.
• Coordinate with vendors and suppliers, throughout contract negotiation and delivery of services.
• Promote and market events by developing marketing strategies, creating event collateral, utilizing social media and online platforms, and coordinating with marketing teams.
• Handle registration and manage attendees, including ticketing, sending invitations, managing guest lists, and ensuring a seamless check-in process for special events
• Take charge of on-site event management on the day of the event by overseeing all logistical aspects, managing event staff, and coordinating speakers or performers
• Collaborate with campus partners to stay on top of risk assessment and contingency planning by developing risk management plans, managing insurance coverage, and applying for necessary permits
• Conduct post-event evaluation and follow-ups, assessing the event's success by collecting feedback, analyzing available data, and preparing post-event reports
• Interact with the St. Edward's University community; serve as point of contact for other offices on campus, schedule meetings and, when appropriate, serve on internal committees.
• Maintain and regularly update the Graduation Festivities, Faculty Support, and Academic Affairs web pages.
• Serve as the office public point of contact, particularly for all Commencement inquiries and questions.
• Other duties as assigned.

General Administrative Duties

• Calendars - maintain annual Event Calendar. Maintain the Provost's work calendar and Provost Office calendar.
• Schedule meeting and coordinate meeting planning for meeting hosted by the Provost
• Update website with event information
• Prepare invoices for payment as directed by the Provost
• Coordinate special projects as assigned by the Provost

For detailed information, please scroll to the bottom of the page to download the job description.

The University offers an excellent TOTAL REWARDS package!

Medical & Rx Coverage - UMR (HSA & FSA Available)

Dental - Sunlife Dental

Vision - Sunlife Vision Plan

Short Term Disability (STD) Insurance

Long Term Disability (LTD) Insurance

Life & Accidental Death & Dismemberment (AD&D) Insurance

Employee Assistance Program (EAP)

Pet Insurance

Annual Leave & Paid Sick Leave

Retirement Plan - (TIAA) Employee 5%/Employer Match 7%

Tuition Benefits

Paid Holidays

Services & Discounts

HOW TO APPLY

Interested applicants should submit an online application at; https://stedwards.applicantpro.com. Please include resume, cover letter, and three employment references. No Calls Please. Applications will not be considered if it is missing any of these three items.

EQUAL OPPORTUNITY EMPLOYER:

St. Edward's University, 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.

ABOUT ST. EDWARD'S UNIVERSITY

Founded in 1885 by the Congregation of Holy Cross, St. Edward's University is a private, Catholic liberal arts institution of more than 4,600 diverse students located in Austin, Texas. St. Edward's emphasizes critical thinking and ethical practices, as well as small classes, personalized learning and exciting internship opportunities. The community atmosphere extends to the approximately 800 faculty and staff who work together to make the university a welcoming yet challenging environment for students. An overview of St. Edward's University employee benefits is available at; https://www.stedwards.edu/human-resources/benefits-summary

Sponsorship:

We are not offering sponsorship at this time.

Background Checks:

A criminal history background check is required for finalist(s) under consideration for this position.

Reference #: J202521