Project & Events Manager

Job Posting Title:

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Hiring Department:

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Position Open To:

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Weekly Scheduled Hours:

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FLSA Status:

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Earliest Start Date:

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Position Duration:

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Location:

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Job Details:

Purpose

Work closely with the Director to provide strategic oversight and operational management for LONESTARP3 core activities, programs, and events. Core functions include providing strategic project and event management, financial oversight and tracking, cross-college and cross-institutional communication and coordination, and process improvements.

• Manage LONESTARP3 event planning and execution, ensuring alignment with strategic goals, vendor expectations, funder requirements, and Network values and culture.

• Develop project management processes to ensure LONESTARP3 activities and events are consistently coordinated with appropriate leaders and contributors, and completed on time, on budget, and with quality.

• Manage annual project plans for LONESTARP3 core activities, including timelines, key milestones and deliverables, staff assignments, and resource requirements; monitor and communicate activities at risk of falling behind or not being completed.

• Manage vendor relationships, hotel contracts, room blocks, housing logistics, procurement coordination and external service delivery related to events, meetings, and program implementation activities.

• Coordinate attendee registration, travel logistics, transportation, and data reconciliation to ensure seamless event participation and accurate reporting.

• Lead onsite event operations, staffing coordination, and attendee experience management to support successful execution of LONESTARP3 convenings and activities.

• Prepare event materials, participant resources, and meeting documentation, ensuring information Is accurate, accessible, and aligned with project objectives.

• Develop, maintain, and continuously Improve communication templates, workflows, and processes to support efficient dissemination of Information before, during, and after project activities and events.

• Coordinate the development and publication of the LONESTARP3 newsletter and maintain a regular cadence of content for LinkedIn and other external communication channels.

• Collaborate with the Director and Research Program Manager to support stakeholder engagement, strategic communications, and dissemination of Network activities and accomplishments.

• Prepare operational reports, project updates, and performance summaries for leadership and recommend process improvements to enhance efficiency, effectiveness, and participant experience.

• Serve as primary liaison between COE departments and offices (e.g., Finance, Marketing and Communications, Facilities and IT, CRCI, etc.), and external contractors/vendors (Design, Website, Video) to ensure clear communication, timely coordination, and successful collaboration for all shared services and support functions.

• Lead contract negotiation, execution, and management with Network members, consultants, vendors, and service providers, ensuring compliance with applicable University and College of Education policies and processes, and appropriate allocation of resources based on grant requirements.

• Manage LONESTARP3 financial processes, including vendor payments, client reimbursements, expense tracking, and resource allocation across multiple funding streams.

• Monitor project budgets, expenditures, and resource allocations across funded activities to ensure fiscal stewardship, alignment with approved budgets, and compliance with sponsor and institutional requirements.

• Bachelor's degree in business administration, communications, project management, hospitality or a related field.

• 3-5 years of experience in operations, event-planning, project management, or a related role.

• Ability to manage multiple priorities and work independently.

• Experience with contract negotiation or vendor coordination.

• Strong organizational and problem-solving skills.

• Strong communication and stakeholder management abilities.

Relevant education and experience may be substituted as appropriate.

• Experience in using Customer Relationship Management (CRM), Association Management Systems (AMS), or other database platforms is preferred.

• Familiarity using AI powered tools to support project planning and streamline administrative processes.

$70,000 + depending on qualifications

• Requires work on multiple projects concurrently, with fixed deadlines and time limitations.

• Usual office environment.

• Extended hours and travel required for in-person events.

• Resume/CV

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

• Letter of interest

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Employment Eligibility:

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Retirement Plan Eligibility:

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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.