"Assistant Director of Special Projects"

Job Description

The University of Texas at San Antonio is a Tier One research university and a Hispanic Serving Institution specializing in cybersecurity, health, fundamental futures, and social-economic transformation. With more than 35,000 students, it is the largest university in the San Antonio region. UTSA advances knowledge through research and discovery, teaching and learning, community engagement and public service, and with an intentional focus on career readiness the university produces more graduates for the workforce than any other institution in the region. It is a catalyst for socioeconomic development and the commercialization of intellectual property — for Texas, the nation and the world. UTSA has been recognized as a Top Employer in Texas by Forbes Magazine. Learn more online, on UTSA Today or on X (formerly Twitter), Instagram, Facebook, YouTube or LinkedIn.

In 2024, the UT System Board of Regents authorized UT System to begin integrating UTSA and UT Health San Antonio into one unified institution, establishing a world-class university that integrates academic, research, and clinical excellence to build a profoundly impactful university of the future. Driven by a vision for growth and impact, this merger will expand capacity to offer robust undergraduate and graduate programs, attract top-tier faculty and staff, develop innovative initiatives, and elevate transdisciplinary research to address the evolving needs of the region.

Posting End Date: Applications will be accepted through 11:59 PM CDT on 8/13/2025. At the discretion of the hiring department, this position posting may close once a sufficient number of qualified applications have been received.

Salary Range: $50,000 - $55,000/Annualized, commensurate with education, experience and qualifications.

Hours: 40 hours per week, exempt.

Required Application Materials:

• Resume is required.
• Cover letter is required.

Essential Functions

Job Summary

Provides project management and coordination for a wide variety of university events and Presidential hospitality functions. These range from VIP visits to large-scale university celebrations and commemorations. In addition to logistics, the Assistant Director is charged with budget tracking and purchasing for cost centers related to official university functions. Reporting to the Executive Director of Special Projects and Protocol, the Assistant Director works closely with colleagues across the university to collaboratively manage projects and events, including the President's Office, Advancement & Alumni Engagement, Athletics and other departments within University Relations.

Core Responsibilities

1. Plans and coordinates a wide variety of components for special events and hospitality functions, including scheduling venues, facilities set-ups, A/V services, virtual platforms, supplies, catering, parking arrangements and other logistics.
2. Coordinates budget tracking and financial transactions for special projects. Monitors and maintains records of events accounts, to include the creation and tracking of event-specific budgets, transaction reconciliation and budget transfer requests.
3. Creates and processes fiscal documents and reports as per university guidelines; reviewing and approving documents or other processes as needed.
4. Oversees the work of student employees and interns as needed, including documentation associated with hiring, evaluation and daily responsibilities.
5. Provides assistance to support the Executive Director of Special Projects & Protocol in support of various events and projects.
6. Provides event and initiative support to the First Lady of UTSA, including Presidential household preparations for official university functions.
7. Creates collateral materials for events as needed in conjunction with other members of the University Marketing & Special Projects team, including invitations, RSVP forms and location maps.
8. Performs other duties as assigned.

Required Qualifications

• Bachelor's Degree from an accredited institution.
• Three (3) years of experience in event planning and/or hospitality management to include: Experience with project management. Experience with budget tracking and purchasing systems.
• This position requires the ability to maintain the security and integrity of UTSA and its infrastructure.

Knowledge Skills & Abilities

• Skilled with digital communications and data management related to event production.
• General knowledge of audio/visual equipment.
• Demonstrates independent decision-making skills and problem-solving ability.
• Excellent judgement and utilization of protocol appropriate for an executive environment.
• Ability to multitask several projects simultaneously.
• Creative with a flair for fresh and innovative ideas.
• Excellent customer service and time management skills.
• Knowledge of project management tools.
• Collaborative with a team player mentality.
• Excellent verbal and written communication skills.
• Highly proficient in Microsoft Office Suite.
• Experience in budget analysis.

Additional Information

• UTSA is a tobacco free campus.
• This is a security sensitive position. Employment is contingent upon a successful background check.
• Applicants selected must be able to show proof of eligibility to work in the United States by time of hire.

Working Conditions

Working Environment:

• Office environment.
• Ability to travel to and from meetings, training sessions or other business-related events.
• Standard workdays are Monday through Friday, with occasional evening, holiday and weekend hours based on departmental needs and scheduled events.

Physical Demands:

• Sedentary work; sitting most of the time. Jobs are sedentary, if walking and standing are required, only occasionally.
• Ability to exert up to 50 pounds of force to lift, carry, push, pull or otherwise move objects.

This position will require working both remotely in Texas and on campus (approximately five or more days on campus per month). Travel and parking expenses are the employee's responsibility. Applicants must be adaptable and open to working in both environments.

Equal Employment Opportunity

As an equal employment opportunity and affirmative action employer, it is the policy of The University of Texas at San Antonio to promote and ensure equal employment opportunity for all individuals regardless of race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability or genetic information, and veteran status. The University is committed to the Affirmative Action Program in compliance with all government requirements to ensure nondiscrimination. Women, minorities, people with disabilities and veterans are encouraged to apply. UTSA campuses are accessible to persons with disabilities.