Office Manager for Workplace Experience & Internship Program

Job Posting Title:

Office Manager for Workplace Experience & Internship Program ----

Hiring Department:

University Development Office ----

Position Open To:

All Applicants ----

Weekly Scheduled Hours:

40 ----

FLSA Status:

Exempt from FLSA ----

Earliest Start Date:

Immediately ----

Position Duration:

Expected to Continue Until Aug 31, 2027 ----

Location:

UT MAIN CAMPUS ----

Job Details:

About The University of Texas at Austin

What starts here changes the world.

The University of Texas at Austin, founded in 1883, ranks among the best universities in the world. With 76 programs ranked in the top 10, UT Austin is the #1 public university in Texas and the #7 public university in the nation.

Like the state it calls home, The University of Texas at Austin is a bold, ambitious leader supporting more than 55,000 students, 4,750 faculty, 15,000 staff and top national programs across 18 colleges and schools. Amid the backdrop of Austin, Texas, a city recognized for its creative and entrepreneurial spirit, the University provides a place to explore countless opportunities for tomorrow’s artists, scientists, athletes, doctors, entrepreneurs and engineers.

Learn more about UT’s mission and values and leadership .

Why Join Texas Development?

The University of Texas at Austin is a thriving hub of learning and discovery that anchors our city and enables excellence and innovation on the highest level. And it’s only possible because generous supporters believe in the power and promise of our state’s flagship university to change the world. With more than $6 billion raised in the What Starts Here campaign, Texas Development is quickly becoming one of the best fundraising programs in public higher education.

Texas Development is a dynamic community of 500+ fundraising professionals across the Forty Acres. We strive to reach the highest levels of achievement and success in all that we do by creating meaningful and powerful experiences for our donors.

Follow your passion, grow your career and help us change the world .

Benefits

The University provides a competitive benefits package that includes insurance and retirement benefits in addition to other programs and services.

Texas Development supports growth by offering professional development opportunities that help every team member accomplish their goals, enrich their skillset and deepen their engagement with UT.

Purpose

The Office Manager for Workplace Experience & Internship Program provides high-level administrative, operational, and logistical support for the University Events & Experience (UEE) team; developms and leads team training and recognition; managers the department's internship program. This role ensures the UEE office and event spaces run efficiently, coordinating office functions, shared resources, vendor relationships, digital systems, and meeting/event readiness, while managing the scheduling, training, performance, and development of interns.

The position is central to the department's ability to deliver high-quality events, programs, and strategic initiatives, and requires sound judgment, discretion, and the ability to balance competing priorities across office operations, vendor/facilities coordination, people management, and event support.

Responsibilities

Administrative, Office & Vendor Management

Serve as a professional first point of contact for UEE by communicating with leadership, team members, campus partners, vendors, visitors, and key stakeholders.

Coordinate shared UEE calendars, meeting requests, invitations, schedules, and related communications.

Maintain shared meeting spaces, welcome areas, key control systems, supplies, break room, equipment, inventory, office purchases, maintenance needs, and related office resources.

Manage office shipping and receiving, including incoming and outgoing mail, packages, deliveries, distribution, tracking, and related carrier/vendor coordination.

Coordinate and maintain vendor relationships and accounts supporting daily office operations, including break room, coffee and beverage service, specialty gifting vendors, apparel/uniform vendors, and building/facilities service providers, and process related purchase, contract, and payment requests.

Coordinate daily readiness of office and meeting spaces, including opening and closing procedures, office equipment (printers and supplies), and event-space technology (audio/visual systems, signage, and shared power/lighting for daily and event use).

Coordinate and track shared office access and resources, including parking passes and permits, guest access requests, and shared equipment checkout (e.g., golf cart).

Coordinate linen laundering and related event-readiness logistics, including pick-up, drop-off, tracking, storage, and vendor communication.

Support gifting, awards, and recognition processes by maintaining supplies and records, coordinating orders and distribution, and assisting with related communications.

Coordinate team building and retreat logistics, including scheduling, space needs, materials, supplies, vendor coordination, and day-of support.

Coordinate approved meeting-related logistics and funding support, including meals, hotel accommodations, travel arrangements, vendor coordination, cost estimates, purchase requests, reimbursements, and payment processing in accordance with University and departmental policies.

Provide support for UEE office operations, department-wide needs, special projects, staff onboarding and off-boarding, data entry, routine office tasks, and work-related errands.

Help maintain systems for tracking UEE events, projects, deadlines, records, files, documentation, listservs, announcements, archiving and internal communications.

Serve as back-up administrative support for the Executive Assistant to the CXO as needed.

Internship Program Supervision

Directly supervise the departmental intern team, serving as their primary point of contact and day-to-day manager.

Partner with HR to coordinate intern recruitment, interviewing, hiring, including job posting review and candidate scheduling.

Plan and deliver intern onboarding, including orientation, workspace setup, systems access, and introduction to office and departmental procedures.

Build and manage intern work schedules, assign and prioritize daily tasks and projects, and ensure adequate coverage across office, event, and administrative needs.

Assign and oversee intern staffing and task coverage for events, ensuring adequate on-site support and clear role assignments.

Train interns on office systems, event support procedures, professional standards, and department expectations.

Review and approve intern timesheets in accordance with University and departmental policy.

Provide ongoing feedback, conduct regular check-ins, and complete performance evaluations for intern staff; address performance or conduct concerns and escalate as needed.

Coordinate intern off-boarding, including exit conversations, return of equipment/access, and transition documentation.

Identify professional development and mentorship opportunities to support intern learning outcomes.

Maintain accurate records related to intern scheduling, performance, and program documentation in approved departmental systems.

Internal Meeting & Operations Support

Prepare and distribute UEE team meeting agendas, minutes, documents, briefs, and materials to support team readiness for meetings.

Support the coordination of team and visitor travel arrangements, process related authorizations, reimbursements, expenses, approvals, and payment requests through appropriate systems.

Provide pre-event and on-site event support for all-hands events (i.e. Commencement, Gone to Texas, UT Remembers, etc.), departmental events, and other events as business need requires.

Salary

$65,000

Required Qualifications

Bachelor’s degree and at least three years of exper