Events amp; Travel Coordinator, Department of Aerospace Engineering and Engineering Mechanics

UNIVERSITY OF TEXAS AT AUSTIN • Austin, TX • 1d ago

Coordination, planning, production and implementation of large-scale alumni outreach events and various strategic initiatives. Represents the Department of Aerospace Engineering and Engineering Mechanics at events with a high level of professionalism and decorum.Collaborate with development, communications, and administrative staff to strengthen alumni and corporate relations by coordinating and supporting strategic events.Coordinate the department seminar programs by scheduling meetings for visitors, reserving rooms, and working with communications on posting and communications of seminars. Responsible for set-up and clean-up of seminar refreshments.Schedule, plan and execute departmental events like faculty workshops, fall and spring gatherings, retirement parties, holiday parties, birthdays, faculty/staff retreats, faculty/staff meetings, and all other relevant events.Assist Advising Team to execute annual student recruiting events by coordinating all meals and catering, hotel room blocks and contract negotiation, room reservations, and coordination of poster session. Work with Advising Team to execute other student activity events like graduation receptions, and poster symposiums.Departmental catering contact to include seminars, faculty research meetings, and other meetings. Departmental room scheduler. Book rooms by way of the registrars room scheduling system and on the ASE room reservation system and sends email confirmation to requestor.Ensure timely notifications, RSVP, and follow up information is distributed and tracked, and relevant information is appropriately advertised. Oversee all event logistics, including venue selection, budget forecasting and assisting with event-related contracts in accordance with University and Cockrell School policy. Act as a liaison between venue/facility staff and all vendors. Supervise volunteers and on-site staff in event execution, ensuring University and department policies are followed and event-related issues are addressed professionally and efficiently. Coordinate post-event reporting, including developing metrics to measure event success and provide recommendations for improving future events.Establish and maintain effective working relationships with vendors, representatives of private facilities, corporate partners, alumni, and individual donors. Liaise with college and university event planning and event support staff to ensure successful collaboration.Process travel authorizations. Respond to travel inquiries, and provide guidance to ASE-EM faculty, staff, and students related to travel policies.Other related functions as assigned.

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