Events Coordinator

The Harry W. Bass, Jr. School of Arts, Humanities and Technology seeks an Events Coordinator to join its dynamic events team which executes approximately 150 annual events. With the opening of the new 680-seat Music Performance Hall in Phase II of the Edith and Peter O'Donnell Jr. Athenaeum slated for Spring 2027, this new position offers an exciting opportunity to support a broad spectrum of student, faculty, and guest events featuring performing and visual artists, academics, and industry professionals.

This position is responsible for planning, execution, and administrative support of Bass events. The successful candidate will be highly organized, adept at working collaboratively and independently, and able to effectively interact with a variety of constituents across the University and public.

Bachelor's Degree and one year of experience related to event planning and coordination. Experience in a university, education, or non-profit environment in the arts is also preferred.

To the extent this position requires the holder to research, work on, or have access to critical infrastructure as defined in Section 117.001(2) of the Texas Business and Commerce Code, the ability to maintain the security or integrity of the critical infrastructure is a minimum qualification to be hired and to continue to be employed in the position.

Event Planning (25%):

* Collaborate with Bass Events and Bass Operations, Production and Technology on event planning.

* Assist Bass Faculty with event logistics planning and budget projections.

* Coordinate with catering vendors to create menus for events.

* Design decor style and floral arrangements for elevated events, and coordinate with external vendors as needed.

Event Execution (35%):

* Staff approximately 5 evening or weekend events per month, with flex scheduling to accommodate.

* Event staffing will begin collaboratively; however, the events coordinator will eventually develop comfort with independently managing small, straightforward events.

* Once trained, oversee Front of House operations including opening doors, greeting patrons, coordinating times for opening house with the A/V staff, and problem solving any issues that arise

* Set up and tear down tables, chairs, backdrops, decor, pipe and drape, stanchions, music stands, and sign holders as needed for each event.

* Organize hospitality needs for each presenter and ensure rider requirements are met.

Administrative Support (40%)

* Coordinate student worker event shifts and office hours.

* Create/Maintain event shifts in MS Outlook with the full-time and student staffing details for each event (arrival time, full-time staff on duty, house manager as applicable, etc.).

* Submit/Follow up on honoraria, hotel reservation, parking pass, and ground transport tickets in Atlas Service Portal.

* Create budgets for hospitality, catering, decor, and event specific supplies for each event.

* Procure items from vendors utilizing the eProcurement system and the department One Card

* Submit/Track SERA & Police forms.

* Assist Bass Faculty with ticket submission in Atlas Service Portal.

* Submit Room reservations via Ad Astra and Atlas Service Portal.

* Submit Post-event Team show reports in Atlas Service Portal.

* Provide maps, directions, and parking passes to guest presenters.

* Upload One Card receipts utilized for purchasing supplies/services to appropriate Atlas tickets.

* Reconcile monthly One Card statements.

* Manage correspondence re: inquiries received by events team in Atlas Service Portal.

* Maintain office/events supply inventory.

* Coordinate semesterly facility maintenance requests.

* Other duties as assigned.

Ideal candidate should demonstrate a positive attitude with a passion for excellent service, exhibit excellent interpersonal skills; at ease with a wide range of constituents. Excellent organizational skills as well as verbal and written communication skills. Desire to work in a service-oriented environment. Must be able and willing to carry a minimum of 25 lbs. Must be willing to complete biannual Food Handler and TABC certifications. Proficient in Microsoft Office, Word, and Excel. Flexible to work evenings and weekends, as needed, in support of events. Ability to manage multiple tasks simultaneously in a deadline-driven environment. Ability to work both independently and as a team player. Ability to adhere to all Campus and University of Texas System policies and procedures.

Remote Notice: After the probationary period, this role may be eligible for a hybrid (partly remote/partly in office) work schedule, subject to business need and manager approval. May be required to use personal computer and other standard office equipment. Must be located within the DFW Area and have the ability to be on campus with 24 hours of notice. A UT Dallas Remote Work Agreement will be required within 14 days after approval.

1) All employees serve as a representative of the University and are expected to display respect, civility, professional courtesy, consideration of others and discretion in all interactions with members of the UT Dallas community and the general public.

2) The University of Texas at Dallas is committed to providing an educational, living, and working environment that is welcoming, respectful, and inclusive of all members of the university community. UT Dallas does not discriminate on the basis of race, color, religion, sex (including pregnancy), sexual orientation, gender identity, gender expression, age, national origin, disability, genetic information, or veteran status in its services, programs, activities, employment, and education, including in admission and enrollment. The University is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities. To request reasonable accommodation in the employment application and interview process, contact the ADA Coordinator . For inquiries regarding nondiscrimination policies, contact the Title IX Coordinator.