Assistant Director for Hospitality and Events

Job Posting Title:

Assistant Director for Hospitality and Events

Hiring Department:

University Unions

Position Open To:

All Applicants

Weekly Scheduled Hours:

40

FLSA Status:

Exempt

Earliest Start Date:

Jul 15, 2025

Position Duration:

Expected to Continue

Location:

UT MAIN CAMPUS

Job Details:

Purpose:

Reporting to the University Unions, Director of Facilities and Operations, the Assistant Director for Hospitality and Events is responsible for managing the hospitality office and staff and overseeing the operations related to event planning for the Texas Union and Hogg Memorial Auditorium (HMA).

Responsibilities

• Ensures clients’ communications receive timely responses.
• Meets with individuals and groups from the University to plan event logistics and review relevant and appropriate policies and procedures for Texas Union and HMA reservations.
• Meets with local community clients to plan corporate and life celebration events.
• Ensures that events are handled professionally and executed smoothly.
• Serves as on-site contact for clients and guests.
• Meets with and communicates introductions and building policies/procedures with numerous student groups a year who hold regular events or meetings.
• Act as main Administrator of Mazevo (room reservations) software and perform all administrator functions in addition to managing the scheduling of room reservations and reporting.
• Trains multibuilding staff and external department stakeholders on software and troubleshoots issues.
• Analyzes and implements new software functionality and recommends updates/changes
• Assists student organizations’ officers and departments staff in software use.
• Serves as backup to Director of Operations.
• Creates building hours and signage for intercessions, summer session, spring break and holidays and configures the hours in Mazevo.
• Assists with the planning and operating of a building emergency center as needed.
• Supervises two full-time Events Managers, student event managers and HMA Front of House staff, Building Monitors and Hospitality student staff, including interviewing candidates, hiring, training, counseling and conducting annual performance reviews.
• Works closely with the student programming advisors, staff and students to ensure the success of their major events.
• Coordinates the efforts of several internal areas including catering, housekeeping, maintenance, audio/visual, building monitors and others. Ensures communication through appropriate channels so that all parties within the facility are aware of events. Provides operations support to the Texas Union and Hogg Memorial Auditorium.
• Assists in the development, promotion and marketing of the appropriate and available uses of the facilities with a goal of maximum utilization and revenue generation goals. Oversees billing process and ensures accuracy. Creates, updates and edits content for all web pages, Wikis and appropriate forms.

Required Qualifications

• Bachelor’s degree.
• A combination of five years of full-time experience in a multi-purpose public assembly facility, using automated systems operations, ticketing operations, event coordination, and/or managing projects.
• Experience with building operation functions.
• Experience supervising full-time and part-time employees.
• Experience interpreting and developing policies. Experience composing correspondence.
• Demonstrated computer/software competency.
• Highly organized, attention to detail and excellent customer service skills.
• Demonstration of Competencies: Motivating others, Planning work for others.
• Ability to manage conflict.
• Ability to manage and measure work output.

Preferred Qualifications

• Degree in Events Management, Performance Arts Administration or Hospitality.
• Seven years full-time experience in relevant positions. Experience event planning in a higher education environment. Experience assisting students and student groups. Experience arranging weddings and other life celebration events.
• Knowledge of operations and maintenance as it applies to event management and of theatrical/events systems: lighting, sound, staging and rigging. Experience using professional scheduling software, especially Mazévo.
• Certified Meeting Planner (CMP) Credential. Demonstrated ability to follow through with tasks and projects on time and to completion, with little supervision.
• High energy and creativity. Experience using negotiating skills and strategies. Professional demeanor and ability to get along with co-workers. Experience creating work teams and working as a dedicated team member.
• Demonstrated good use of language, written and verbal, for communicating in person, over the phone/radio and in written communication. Proofreading experience.

Salary Range

• Annually $70,000

Working Conditions

• May work around standard office conditions
• Repetitive use keyboard at a workstation

Work Shift

This is an on-site position – 40 Hours per week. The schedule will vary with university and departmental schedules, and with the types of events scheduled and operational functions. Working nights, weekends and more than 40 hours per week will be required.

Required Materials

• Resume/CV
• 3 work references with their contact information; 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 that ALL Required 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 questions presented 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.

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