Job Posting Title : Events Coordinator

Events Coordinator

Hiring Department :

Lady Bird Johnson Wildflower Center

Position Open To : All Applicants

All Applicants

Weekly Scheduled Hours :

FLSA Status : Exempt

Exempt

Earliest Start Date :

Immediately

Position Duration : Expected to Continue

Expected to Continue

Location :

JOHNSON WILDFLOWER CENTER

Job Details : General Notes

General Notes

The University of Texas at Austin Lady Bird Johnson Wildflower Center is committed to inspiring the conservation of native plants through its public botanic garden and its education, research and outreach programs.

Founded by Lady Bird Johnson and Helen Hayes in 1982, the Wildflower Center is the state botanic garden, a community gem, and a national leader in the field of native plant education, sustainable landscapes, land restoration and research.

It is home to the largest living collection of Texas native plants in the state, welcomes 240,000 visitors annually, has 16,000 members and reaches more than 2 million people through its website.

The Center is focused on improving landscapes, promoting biodiversity, and connecting people with our environment.

The Wildflower Center believes that the "environment is where we all meet," as Lady Bird Johnson once wisely said. We are a community of people that care for each other, our land and our broader community.

Benefits-eligible Wildflower Center staff members enjoy the robust health, vacation, and retirement benefits of The University of Texas at Austin employees.

Wildflower Center staff also get free parking and annual membership, discounts on Center classes, access to Wildflower Center featured events, and discounts at the Gift Store and Wildflower Cafe.

An inspiring and beautiful work environment with outstanding coworkers awaits you.

Purpose

The Events Coordinator will be responsible for organizing hospitality events and increasing awareness of and revenue for all Wildflower Center event programs.

Responsibilities

Manage all aspects of event programs, including revenue and expense budgets. Work with Director of Hospitality to create annual calendar to include events such as Tuesday Twilights, Wild Supper Club, Mother's Day, etc.

Source vendor bids, items, and activities for events. Submit requests, receipts and invoices through proper Wildflower Center and University of Texas protocol.

Increase visitation and generate revenue through event creation and management. Activate the mission of the Wildflower Center.

Work closely with Director of Hospitality and Center staff to plan and implement annual event program calendar including signature, seasonal and ongoing events that fit our mission.

Collaborate with UT Business Contracts office along with other Wildflower Center departments in planning events to ensure all UT policies and procedures are properly followed.

Work with Venue Coordinator to schedule event staff for events and coordinate volunteer help with the Volunteer Manager.

Be physically present for events and exhibitions with few exceptions. Train and supervise event staff, Center staff, and volunteers to assist with events and exhibitions.

Other related functions as assigned.

Required Qualifications

Bachelor's Degree

At least two years of event planning, venue planning experience, or other relevant field.

Demonstrated ability to work proactively toward long-term goals with while managing immediate and daily tasks.

Strong organizational and time management skills.

Excellent communication and interpersonal skills to effectively interact with guests, vendors, and colleagues.

Ability to work under pressure and meet tight deadlines without compromising quality of work.

Detail-oriented with a keen eye for aesthetics and design; high level of creativity and attention to detail; ability to conceptualize and promote events.

Ability to understand and deliver best-in-class hospitality to our guests.

Reliable, dependable, flexible, and responsive; ability to work outside of normal work schedule as needed.

Event budget management experience.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience in a botanical garden, university or museum setting.

Event and / or venue sales experience.

Connections within the Austin events / hospitality industry.

Driving Required

This job requires a class "C" operator's driver's license. The applicant selected must provide a current three year driving record from the current state of residence.

If not currently a Texas resident, a Texas driver's license must be obtained within 30 days of becoming a Texas resident.

Employees who are required to have a CDL are subject to drug and alcohol testing (pre-employment, post-accident, reasonable suspicion, random, return-to-duty, and follow-up drug and alcohol testing).

Salary Range

$45,000 depending on qualifications

Working Conditions

May work around standard office conditions.

Repetitive use of a keyboard at a workstation.

Ability to lift 30 lbs. and stand for prolonged periods.

Ability to work outside in all weather including extreme temperatures.

Work Shift

Monday through Friday, 8 : 00 am-5 : 00 pm

Occasional evenings, weekends and holidays will be required for mission related events.

Required Materials

Resume / CV

3 work references with their contact information including email address; 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 into 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) 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.

Last updated : 2024-03-23