Texas Robotics Senior Events Coordinator

Job Posting Title:

Texas Robotics Senior Events Coordinator

Hiring Department:

Department of Computer Science

Position Open To:

All Applicants

Weekly Scheduled Hours:

40

FLSA Status:

Exempt

Earliest Start Date:

Jul 01, 2024

Position Duration:

Expected to Continue

Location:

AUSTIN, TX

Job Details:

General Notes

The University of Texas at Austin is seeking an organized and creative Senior Events Coordinator for Texas Robotics. Texas Robotics is an interdisciplinary consortium of 16 core robotics faculty from the Departments of Computer Science, Mechanical Engineering, Electrical & Computer Engineering, and Aerospace Engineering & Engineering Mechanics. Their research scope is broad, ranging across areas such as surgical robotics, personal assistance robotics, automated driving, long-term autonomy, and nuclear robotics. Texas Robotics launched its first undergraduate program, a Minor in Robotics, in Fall 2023 and is continuing to build out its undergraduate program and robotics community. Past large events include the annual Texas Robotics Symposium, a welcome event during the first week of classes, robotics socials, a robot parade, and summer camp tours and activities.

Purpose

Plan and execute small and large-scale events on campus or off-site and serve as the point person for all Texas Robotics visits and tours.

Responsibilities

• Events: Plan and execute small and large-scale events on campus or off-site and serve as the point person for all Texas Robotics visits, tours, demo requests, robotics conference requests, and outreach events. Create event production timelines to meet event goals; secure venues, technical support, and other services needed for events; and maintain detailed event recaps and supporting documents. Determine on-site staffing needs and communicate schedules and responsibilities. Execute and attend events and oversee logistics from start to finish.

• Administrative support: Perform general administrative duties not limited to purchasing supplies, processing vendor payments, and maintaining event planning and management systems and calendars. Track and maintain expenses, budgets, and event & tour attendance for the annual impact report. Help with central email management, faculty meeting agendas, food orders for faculty meetings and graduate portfolio seminars, and purchasing needs for the Texas Robotics Graduate Student organization.

• Relationship management: Serve as the primary liaison between Texas Robotics and external vendors, community leaders, and industrial partners. Coordinate with internal business offices on vendor contracts and execution of payments to vendors.

• Supervision: Supervise the administrative student employee to help with purchasing and events. Assign tasks, provide regular feedback, help with goal-setting, and give clear communication about job expectations.

• Other: Perform other related functions as assigned. This job description may not include all assigned duties, responsibilities, or aspects of the job described.

Required Qualifications

Bachelor's Degree. Excellent verbal and written communication skills. Ability to think strategically and creatively and work independently as well as on a team. Be flexible and adaptable as Texas Robotics is a growing organization. Exceptional customer service skills, strong accuracy, and attention to detail. Proficiency in Microsoft Office programs, Outlook/Google Mail, and calendars.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Master's Degree in Higher Education/Student Affairs, Education, or a related field. At least 2-3 years of experience in higher education or event planning.

Salary Range

$62,000 + depending on qualifications

Working Conditions

• Typical Office Environment

• May need to work outside of usual office hours occasionally

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.

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.