Senior Events

Job Posting Title:

Senior Events & Engagement Coordinator

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Hiring Department:

Biomedical Engineering

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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:

Jan 31, 2026

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

Are you passionate about creating memorable experiences and building connections? This role is your chance to bring energy and precision to a dynamic department that thrives on collaboration and innovation. From high-profile conferences to intimate alumni gatherings, you'll be at the heart of events that shape the future of biomedical engineering at The University of Texas at Austin.

Purpose

To design and deliver exceptional events and engagement initiatives that strengthen the department of biomedical engineering's academic community, foster meaningful connections with alumni and industry partners, and support strategic goals through effective planning, communication, and relationship management.

Responsibilities

Event Planning & Execution

• Plan and deliver a wide range of departmental events, including: weekly seminar series, Annual Biomedical Engineering Society (BMES) conference exhibit booth and reception, External Advisory Committee meetings, graduate and faculty recruiting events, alumni engagement activities, industry engagement events, academic advising office events, and other ad hoc events hosted by the department or faculty
• Manage all event logistics: secure venues and parking, coordinate catering, develop guest lists, send invitations, negotiate hotel and restaurant contracts, prepare run-of-show, and ensure A/V needs are met
• Attend and oversee events to ensure smooth operations and an exceptional participant experience

Relationship Building & Outreach

• Foster and maintain strong relationships with industry partners, alumni, and external stakeholders through events and engagement activities
• Serve as a liaison for industry engagement initiatives, ensuring meaningful connections that support departmental goals
• Collaborate with faculty and leadership to identify opportunities for strategic partnerships

Communication & Promotion

• Act as the primary point of contact for all event-related inquiries
• Manage event promotion through MailChimp and other communication channels
• Communicate schedules, itineraries, and event details with clarity and professionalism
• Correspond with internal and external guests to ensure a positive experience.

Financial & Administrative Management

• Oversee event budgets, monitor expenses, and ensure compliance with university and Cockrell School policies
• Arrange travel and lodging for faculty, staff, and guests in accordance with university guidelines
• Process payments and travel reimbursements accurately and promptly
• Purchase and coordinate shipping of promotional materials and supplies
• Support the seminar series committee with weekly programming and logistics

Required Qualifications

• Bachelors degree and five years experience coordinating events or handling complex logistics for an organization
• High degree of proficiency in computer applications, including Microsoft Office, Adobe, Zoom, Teams, DocuSign
• Excellent verbal, written, and interpersonal communication skills.
• Strong organizational skills and attention to detail
• Must be able to work well under pressure and meet overlapping deadlines
• Demonstrated ability to pivot between independent and collaborative work environments

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• More than five years of direct or translatable experience.
• Working knowledge of UT-Austin policy and process for