Operations and Planning Coordinator (Washington D.C.)

Immediately

$70,000-$77,000+ negotiable depending on qualifications

40 hours weekly

A resume and letter of interest is required to apply. Candidates under final consideration will also be required to submit professional references, college degree information, and employment history to an online third-party vendor.

For more than 140 years, The University of Texas System has improved the lives of Texans - and people all over the world - through education, health care, and research. The System consists of nine academic institutions, four health institutions, and The University of Texas System Administration. The institutions of the UT System employ more than 160,000 faculty, health care professionals, researchers, support staff, and student workers.

The UT System Administration is primarily based in Austin, Texas. It supports the missions of the System's thirteen institutions by providing financial, legal, planning, purchasing, government relations, communications, development, and other central services. Serving a growing state, the UT System Administration strives to provide a welcoming, supportive work environment that embraces different perspectives - not only because it enables the organization to be stronger, creative, and thoughtful, but because it is the right thing to do. To that end, UT System Administration embraces state laws on military and former foster children employment preferences.

The University of Texas System is seeking a dynamic and detail-oriented Operations and Planning Coordinator to support its operations and activities in Washington, D.C. This position is responsible for managing and coordinating logistics and administrative processes for a wide range of internal and external including conferences, graduation ceremonies, engagements and other meetings, ensuring seamless execution and a professional and welcoming experience for all participants.

• Event Planning and Execution
  • Coordinate the planning and execution of UT System events in Washington, D.C., including venue selection, catering, lodging, registration, event materials, communications, and related logistics to ensure a seamless and professional experience for all participants.
  • Coordinate logistics and provide onsite support for UT System events such as:
    • Archer Fellow D.C. Orientation and Graduation Week
    • Capitol Hill briefings, educational events, and policy-focused programming
    • Chancellor business activities and other high-level engagements
  • Provide logistical support for Archer Center alumni engagement efforts, including the Archer Fellow Alumni Association (AFAA) and D.C.-based alumni events.
• Visitor Experience and Logistical Support
  • Serve as the liaison for UT institution partners to ensure a high-quality business and visitor experience.
  • Coordinate and staff UT visits and events, including reserving office/event space, managing shared calendars, disseminating key information, and facilitating technology support.
  • Maintain visitor records and track office usage data.
  • Assist institutional governmental relations, development, and alumni offices with D.C. event planning and staffing as needed.
• Operations and Administrative Support
  • Coordinate travel and process reimbursements for UT System and institutional personnel.
  • Maintain office inventory, and general and instructional supplies.
  • Oversee billing contacts for vendors, independent contractors, and campus partners.
  • Prepare financial documents including memos, invoices, and supplier setup forms; track event-specific budgets.
  • Organize and maintain records related to UT System activities in Washington, D.C., including contracts, correspondence, planning documents, and records of expenses and bills/invoices.
  • Support SharePoint site reorganization and ensure compliance with data management policies.
  • Manage the business operations calendar and monitor the main phone line and voicemail daily.
• Other Functions:
  • Perform other duties as assigned to support the mission of the UT System Washington Office and The Archer Center.

• Exceptional organizational skills and attention to detail
• Must demonstrate excellent writing skills
• Ability to collaborate across departments and with external stakeholders
• Knowledge of administrative and event planning procedures
• Experience supporting event logistics
• Knowledge of project management
• Knowledge of Washington-area venues and ability to plan interesting, creative events
• Strong organization and time management skills
• Strong interpersonal skills and customer service experience
• Ability to work collegially and effectively under deadlines
• Ability to manage an events budget, plan accordingly to ensure excellent event/meeting outcomes, and coordinate transactions for external vendors
• Ability to interact professionally with administrators, benefactors and staff
• Ability to use Microsoft Word and Excel to prepare materials for invitations and nametags
• Ability to learn CRM for documentation of events
• Ability to manage multiple events simultaneously
• Experience with governmental partners

• Bachelor's Degree OR HS Diploma and 3 years of experience planning and coordinating events.

• Experience performing event-related, administrative or scheduling functions at a college/university, on Capitol Hill or a relevant professional setting in Washington, D.C.

• May work around standard office conditions.
• Lifting and moving objects.
• Uses standard office equipment
• Requires occasional evening or weekend hours

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to a minimum of 20 hours per week and at least 135 days in length. Participation in TRS is mandatory.

A background check will be conducted on candidates under final consideration. The background check may include any or all of the following: criminal history check, prior employment verification, education verification, professional references check, and motor vehicle records check. Background checks are conducted by third-party vendors. Upon request form the third-party vendor, candidates under final consideration must provide the required information for the background checks to be completed.

The University of Texas System Administration is committed to providing equal employment opportunity for all qualified applicants and employees in all terms and conditions of employment. U. T. System will provide equal employment opportunity to all qualified persons and will not discriminate on the basis of race, color, sex, sexual orientation, gender identity/expression, pregnancy, religion, national origin, age, disability, genetic information, protected veteran status, or any other characteristic protected by federal or state laws.

For information on accommodations for individuals with disabilities, please contact the Office of Talent and Innovation at oti@utsystem.edu.