Coordinator, Event Logistics & Inventory, University Events & Experience

Job Posting Title :

Coordinator, Event Logistics & Inventory, University Events & Experience

Hiring Department :

University Development Office

Position Open To : All Applicants

Weekly Scheduled Hours :

40

FLSA Status : Exempt

Earliest Start Date :

Dec 01, 2025

Position Duration : Expected to Continue

Location : UT MAIN CAMPUS

Job Details : General Notes :

About The University of Texas at Austin

What starts here changes the world.

The University of Texas at Austin, founded in 1883, ranks among the best universities in the world. With 76 programs ranked in the top 10, UT Austin is the #1 public university in Texas and the #7 public university in the nation.

Like the state it calls home, The University of Texas at Austin is a bold, ambitious leader supporting more than 55,000 students, 4,750 faculty, 15,000 staff and top national programs across 18 colleges and schools. Amid the backdrop of Austin, Texas, a city recognized for its creative and entrepreneurial spirit, the University provides a place to explore countless opportunities for tomorrow's artists, scientists, athletes, doctors, entrepreneurs and engineers.

Learn more about UT's mission and values and leadership .

Why Join Texas Development?

The University of Texas at Austin is a thriving hub of learning and discovery that anchors our city and enables excellence and innovation on the highest level. And it's only possible because generous supporters believe in the power and promise of our state's flagship university to change the world. With more than $6 billion raised in the What Starts Here campaign, Texas Development is quickly becoming one of the best fundraising programs in public higher education.

Texas Development is a dynamic community of 500+ fundraising professionals across the Forty Acres. We strive to reach the highest levels of achievement and success in all that we do by creating meaningful and powerful experiences for our donors.

Follow your passion, grow your career and help us change the world .

Benefits

The University provides a competitive benefits package that includes insurance and retirement benefits in addition to other programs and services.

Texas Development supports growth by offering professional development opportunities that help every team member accomplish their goals, enrich their skillset and deepen their engagement with UT.

Purpose of Position

The Coordinator of Event Logistics & Inventory plays a vital role in supporting the University Events & Experience team by ensuring the smooth execution of events through meticulous management of inventory, set-up, strike and logistical operations. This position is responsible for tracking and documenting all assets used for events, coordinating the preparation, staging, and installation of necessary items, and maintaining accurate records to promote accountability and installation of necessary items, and maintaining accurate records to promote accountability and financial stewardship. By overseeing both the movement and condition of inventory, the Coordinator helps guarantee that event setups are efficient, assets are available and in good condition, and all logistical needs are met to create outstanding event experiences for the university community. This is a hand-on, labor-intensive role requiring coordination of multiple set-ups and teardowns across concurrent activities.

Responsibilities

Document and track all assets used for university events, including movement, condition, destination, and duration.

Manage inventory prep, staging, restocking, and retrievals to ensure efficient setups and returns.

Inspect returned assets for damage and coordinate replacements or restocking as necessary.

Monitor consumable supplies and notify teams to prevent shortages.

Manage delivery, set-up, installation and strike of event assets / rentals for both on- and off-campus events.

Conduct monthly inventory audits, maintain organization and safety in storage areas, and dispose of expired items appropriately.

Mentor and coordinate daily duties of designated student workers and contract workers as assigned.

Other related duties and functions, as assigned.

Required Qualifications

Minimum of two years in a similar role.

Exceptional organizational, interpersonal, and communication skills, with a demonstrated ability to manage competing priorities with discretion and grace.

Proficiency in Microsoft Office Suite, calendar and project inventory management systems.

Ability to exercise sound judgement and adapt to shifting demands in a fast-paced environment.

Enthusiasm for supporting inclusive, high-impact events and experiences that advance the mission of UT Austin.

Ability to lift 75lbs or more.

Ability to work nights, weekends, and travel.

Preferred Qualifications

Three or more years of experience supporting event logistics and inventory management at a luxury venue or with a luxury vendor.

Demonstrated ability to collaborate effectively with cross-functional teams and stakeholders.

Demonstrated proficiency with inventory management software and expertise in process optimization strategies.

Strong analytical skills and attention to detail in managing complex inventories.

Ability to proactively identify opportunities for process improvement and implement solutions.

Knowledge of safety standards and best practices for storage and handling of materials.

Salary

$50,000

Working Conditions

Works in standard office conditions, in a shared office environment, with repetitive use of a keyboard at a workstation

Monday through Friday, 8 : 00 AM - 5 : 00 PM on-site work is the standard expectation for this position

May require additional hours during peak periods and special events.

Regular and consistent attendance is required in this job.

Must be eligible to work in the United States on a full-time basis for any employer without sponsorship.

This position is based in Austin, Texas.

Required Materials

Resume / CV

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

Letter of interest

Important for 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.

Employment Eligibility :

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion / transfer eligible may apply for positions without supervisor approval.

Retirement Plan Eligibility :

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

Background Checks :

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

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.

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.

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.

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]

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.