Events Coordinator, The Harry Ransom Center

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About the Harry Ransom Center

The Ransom Center is an internationally renowned humanities research library and museum at The University of Texas at Austin. Its extensive collectionsprovideunique insight into the creative process of writers and artists, deepening our understanding and appreciation of literature, photography, film, art, and the performing arts. Visitors engage with the Center's collections through research and study, exhibitions, publications, and a rich variety of program offerings including readings, talks, symposia, and film screenings.

The Ransom Center encourages discovery, inspires creativity, and advances understanding of the humanities for a broad audience through the preservation and sharing of its extraordinary collections.

Reporting to the Chief Development Officer, the Events Coordinator will coordinate and execute events for the Harry Ransom Center that serve researchers, students, faculty, staff, public, members, donors, and external groups. Events range from public programs and lectures, membership programs and receptions, Advisory Council meetings and receptions, donor events, staff gatherings, and facility rentals to a major fundraising gala held every five years.

• Working closely with development, programs, and marketing staff, coordinates and delivers both in-person and virtual programs for the Ransom Center. Maintains and updates program calendars for key staff involved in events. Manages event logistics from start to finish, including public programs, donor/member events and receptions, external rental, and staff functions. Works with caterers, independent contractors, speakers, external organization contacts, volunteers, and others to ensure all events comply with university and Ransom Center policies and are in keeping with the Center's mission. Participates in event execution and is onsite for the duration of each event, including rehearsals, sound check, load-in/out, set up, and breakdown.
• Solicits bids from vendors, negotiates contracts, and follows appropriate university and Ransom Center business office processes. Processes all necessary event forms, purchase requests, payments, and contracts to ensure prompt payment for services. Communicates and coordinates with vendors on vendor guidelines, arrival, load-in, and load-out procedures for all events.
• Provides reliable, high-quality administrative support exhibiting excellent communication, follow-up, and ability to take on independent projects. Assists with booking travel, hotel, or other arrangements for guest speakers or invited guests. Duties include but are not limited to maintaining budgets; communicating effectively with Ransom Center colleagues, outside organizations, speakers, and vendors; generating event reports; coordinating and managing special event volunteers; and representing the Ransom Center in a positive and professional manner.
• Works with external organizations to facilitate site rentals. Develops and shares event confirmations that include customized quotes and planned schedules for the unique needs of each event. Works with external organizations in-person, by phone, and over email to ensure each external event is thoughtfully executed. Submits invoices to organizations and maintains attendance reports following each event.
• Coordinates event plans with Ransom Center facilities manager, guards, custodians, technology, business office staff, and other staff and volunteers. Works with relevant staff to review external space use requests and maintains an ongoing schedule of approved external events.

• Bachelor's degree.
• Two years of experience in event operations, event coordination, venue management, or other coordinator role.
• Demonstrated project management skills.
• Proven ability to interact effectively with a range of audiences and provide excellent customer service.
• Demonstrated professional and calm demeanor in high pressure situations.
• Excellent communication skills with strong ability to build and foster positive working relationships with internal and external event partners, vendors, sponsors, and other affiliates.
• Excellent organizational and time management skills, with a high attention to detail.
• Demonstrated problem-solving and decision-making abilities.

Relevant education and experience may be substituted as appropriate.

• More than two years of full-time professional experience in event planning.
• University, museum, or library setting experience.
• Familiarity with University of Texas business practices, processes, procedures, and forms.
• Experience mounting and managing highly successful events for cultural sector organizations, including lecture, film, music, performance, and family events.
• Experience coordinating various event types including intimate gatherings with VIP guests, conferences and symposia, and large-scale high-profile events of 500+ attendees.

$47,000+ depending on qualifications

• Standard office conditions.
• Repetitive use of a keyboard and standard office equipment at a workstation.
• Light work including lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds and walking or standing during special events.
• Work late on evenings and some weekends for scheduled events.
  

• Resume/CV

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

Importantfor 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 thatALLRequired 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 questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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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.