Job Posting Title:
Program Manager for Events
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Hiring Department:
Clements Center for National Security
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Position Open To:
All Applicants
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Weekly Scheduled Hours:
40
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FLSA Status:
Exempt
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Earliest Start Date:
Immediately
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Position Duration:
Expected to Continue
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Location:

Responsibilities

• Guest Speaker Series and Conferences: Plans and executes approximately 20–25 speaker events per semester. Collaborates with Center leadership to develop a schedule of events for assigned programs each academic year, including stand-alone speaker events and conferences. Serves as the primary contact for assigned events, manages logistics, communications, expenses, advertising, and overall guest experience. Identifies and books venues, negotiates contracts, coordinates catering, and submits relevant work orders. Oversees event setup, coordinates audio-visual support and photography (either in-house or with third-party vendors), manages event marketing and registration, and supervises volunteers and student workers. Handle all aspects of speaker engagement, including travel arrangements, accommodations, itineraries, ground transportation, and additional activities (e.g., small dinners or student programming sessions). Provide logistical and staff support for co-sponsored conferences and events. Assists the Student Programs team with select events and attends relevant programs to promote event initiatives.
• Special Event Management: Leads planning and execution of special events for assigned programs. Under leadership guidance, develops the agendas, schedules, invites speakers, and organizes course materials (e.g., readings, printed materials, gift bags).Collaborates with leadership to select student participants and manage logistics, travel, and outreach. Oversees venue logistics, off-site events, and special dinners. Coordinates graphic design and promotion of student applications with the Communications Coordinator. Manages social media promotion, podcast recordings, and photography for events. Responsible for budgeting and processing related expenses.
• Marketing: Collaborates with communications staff to develop and implement a comprehensive digital marketing strategy, ensuring effective promotion of all Clements Center-led and co-sponsored events across social media platforms. Gather and provide event and speaker information to support content creation efforts, while coordinating with event co-sponsors to integrate branding, logos, and promotional strategies for maximum visibility and engagement.
• Leadership: Collaborates with team members on event planning and promotions while providing mentorship and training to junior staff members across teams. Builds relationships with campus departments, centers, and key stakeholders to enhance the Center’s visibility and engagement, while fostering student involvement in Clements Center programming.
• Financial Management: Develops and maintains budgets and tracks expenses for assigned programs. Manages related financial processes, including timely submission of purchase and payment requests, creation of travel authorization requests, and reconciliation of assigned procurement and travel credit cards. Works with staff accountant to ensure purchases comply University policy and procedures. Provides regular updates on program expenses

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) [PDF]
• E-Verify Poster (Spanish) [PDF]
• Right To Work Poster (English) [PDF]
• Right To Work Poster (Spanish) [PDF