External Relations Program Manager, Office Of The President

Job Posting Title:

External Relations Program Manager, Office of the President

Hiring Department:

Office of the President

Position Open To:

All Applicants

Weekly Scheduled Hours:

40

FLSA Status:

Exempt

Earliest Start Date:

Immediately

Position Duration:

Expected to Continue

Location:

UT MAIN CAMPUS

Job Details:

General Notes

You'll be working for a university that is internationally recognized for our academic programs and research. Your work will make a difference in the lives of university faculty and staff, thereby enhancing the student experience. If you're the type of person that wants to know your work has meaning and impact, you'll like working in our department and for UT Austin. UT Austin provides an outstanding benefits package including but not limited to:

• Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)

• Voluntary Vision, Dental, Life, and Disability insurance options

• Generous paid vacation, sick time, and holidays

• Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds

• Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)

• Flexible spending account options for medical and childcare expenses

• Robust free training access through LinkedIn Learning plus professional conference opportunities

• Tuition assistance

• Expansive employee discount program including athletic tickets

• Free access to UT Austin's libraries and museums with staff ID card

• Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card

• For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards .

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

Purpose

To manage operations and provide support to the Office of the President's External Relations department, the Director of External Relations, and Deputy to the President.

Responsibilities

Program Management

• Manage all phases of external relations programs including maintaining database information, creating timelines, executing action items, documenting processes. Provide programmatic administration of unit-wide CRM application (Salesforce). Provide ongoing review of system administration, including data hygiene and sourcing, programmatic application in business process, and use education and application. Organize and manage high volume ticket and parking pass inventory. Recommend new procedures for improvement and continued success.

Event Management

• Maintain CRM application (Salesforce) for managing complex ticket inventory, collecting responses, and providing logistics to important guests for athletics, performing arts, and special University events. Coordinate one-time or recurring meetings including scheduling, preparing itineraries, and serving as an official liaison between the University and guests. Provide support in researching, coordinating, and distribution of tickets for presidential guests. Assist with marketing creation and distribution of electronic and printed invitations, announcements, maps, and event programs for performing arts and athletics events. Host presidential events as needed.

Administrative Support and Financial Management

• Independently manage and perform general administrative duties not limited to purchasing supplies, generating and routing University forms, submitting event and departmental invoices for payment. Maintain vendor relationships; maintain frequent communication with special groups, external agencies, and university departments. Oversee bookkeeping responsibilities for athletics and performing arts events tickets, parking, and catering expenses including collecting, processing, and tracking payments, invoices, and expense reports; maintaining financial records and databases.

Supervision

• Recruit, hire, and train full-time, temporary, and student staff. Provide oversight on employee tasks and projects and evaluates performance. Coordinate staff training to develop and implement standards for program goals and objectives.

• Serve as a strategic partner and backup to the Director of External Relations. Other related functions as assigned.

Required Qualifications

Bachelor's degree and three (3)+ years of project/program management experience or equivalent, database management experience, and supervisory experience. The ability to work independently and exhibit a collaborative, professional demeanor. Excellent verbal, written and interpersonal communication skills. Demonstrated problem-solving and critical thinking skills. Dedication to excellent customer service. Ability to adapt rapidly to changing priorities and deadlines. Highly detail-oriented with outstanding organizational and time-management skills.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Five (5)+ year of project/program management experience or equivalent, higher education experience, CRM application experience

Salary Range

$80,000 + depending on qualifications

Working Conditions

• Typical office environment.

• Evening or weekend hours may be required. Must be able to work evenings, weekends, and holidays as necessary.

• Some travel may be required.

• May work in all weather conditions.

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 that ALL Required 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 questions presented 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. This position has the option to elect the Optional Retirement Program (ORP) instead of TRS, subject to the position being 40 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) [PDF]
• E-Verify Poster (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.