Job Posting Title:
Student Large-Scale Event Associate
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Hiring Department:
University Housing and Dining
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Position Open To:
All Applicants
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Weekly Scheduled Hours:
20
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FLSA Status:
To Be Determined at Offer
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Earliest Start Date:
Ongoing
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Position Duration:
Expected to Continue
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Location:
UT MAIN CAMPUS
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Purpose:
The Student Large-Scale Event Associate supports the planning, coordination, and execution of major campus events. This role would be ideal for students interested in event management, logistics, and creative planning. You’ll work closely with staff, vendors, and student performers to bring events to life across campus.
Responsibilities:
Event Development
Attend and contribute to event development meetings. Record and share notes with all participants.
Direct emails to staff, vendors, and event contacts. Respond to emails within 48 hours.
Research and purchase event supplies (locate décor, lights, and other equipment) for events. Maintain spreadsheets recording purchases and budget.
Assist in development of site diagrams.
Assist in securing site permits and utility needs with UT Facilities Services.
Event Support
Provide day-of-event support at locations across campus. Offer real-time solutions to issues that may arise before, during, and after events.
Coordinate volunteers and temp service staff at events. Involves communication and direction of tasks before, during, and after events.
Support the Signature Events and Large-Scale Programs Manager with execution of all areas of events.
Pull inventory for event-specific setups. Maintain inventory lists. Document damaged or missing items.
Maintain the UT Box folder for the Signature Events and Large-Scale Programs area.
Assist in creating event reports to be shared with all UHD staff.
Identify local artists to perform at events – emphasis on locating UT student musicians, painters, designers, and performers.
Required Qualifications
Basic computer skills: Proficient in Microsoft Office Suite (Word, Excel, Outlook) to manage spreadsheets, create documents, and send emails.
Communication skills Ability to interact effectively with clients, staff, and vendors both verbally and in writing.
Organizational skills: Capability to manage multiple tasks simultaneously and prioritize deadlines effectively.
Attention to detail: Ability to maintain accurate records and ensure all event details are properly executed.
Customer service skills: Willingness to provide excellent customer service to event contacts and vendors and address inquiries promptly.
Compensation
$13.00 per hour
WORKING CONDITIONS: Typical office environment with some outdoor work depending upon location of events.
WORK SHIFT: This position typically works standard weekday hours. Flexibility is required, as occasional evening and weekend shifts may be scheduled to support large-scale events or special projects.
STANDARD UNIFORM
UHD polos to be worn at events.
Button up or zip up sweaters may be worn at events as long the UHD polo is visible. Long sleeve shirts can be worn under the polo.
Pants need to be trouser/dress pants. No leggings, yoga wear, or sweat pants. Dickies, jeans, or cargo pants may be worn – but no holes in the jeans.
Required Materials
Resume
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Employment Eligibility:
Please make sure you meet all the required qualifications and you can perform all of the essential functions with or without a reasonable accommodation.
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Retirement Plan Eligibility:
Students in this position may choose to enroll in the UTSaver voluntary retirement programs.
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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:
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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.
