"Assistant Director, Student Union Event Services"

Job Description

Location: San Antonio, TX
Regular/Temporary: Regular
Job ID: 15067
Full/Part Time: Full Time

The University of Texas at San Antonio (UT San Antonio) is a nationally recognized, top-tier public research university...

Salary Range: $60,915 - $62,000 annualized, commensurate with education, experience, and qualifications.

Job Type: Full Time

Posting Close Date: Applications will be accepted through 11:59 PM CDT on 3/31/2026. At the discretion of the hiring department, this posting may close once a sufficient number of qualified applications have been received.

Required Application Materials:
Resume is required
Cover Letter is preferred

Job Summary

The Assistant Director provides leadership for the Student Union (SU) Event Services office, including training, assessment, event planning, and venue management of Student Union events and various campus events. This role is responsible for overseeing the Event Services team in the development and implementation of various types of major and partnership events.

Core Responsibilities

1. Supervises the event services team by providing effective training, staff development, and performance management to ensure excellent customer service and clear communication.
2. Communicates with current and prospective clients to assess event needs and coordinates logistics for Student Union and designated spaces. Maintains the annual event schedule and prepares facility-use reports as needed.
3. Oversees event scheduling to optimize space utilization, coordinates logistics for major campus events, and analyzes scheduling software reports to evaluate space usage and strengthen event coordination.
4. Interprets, enforces, and communicates all UT San Antonio event-related policies and procedures.
5. Implements best practices to improve and streamline event management processes.
6. Partners closely with the Business Service Center to establish billing schedules and payment terms, ensures timely generation and delivery of invoices, tracks deposits and balances, monitors accounts receivable, follows up on overdue payments, reconciles final charges, and confirms full payment.
7. Serves as a departmental representative on university committees and builds strategic partnerships with internal/external stakeholders to coordinate major campus events and marketing efforts.
8. Represents the department in cross-campus meetings and leads collaborative planning with event partners.
9. Collaborates with marketing and communications staff to promote Student Union services and spaces, through an active marketing plan.
10. Conducts client outreach, responds to inquiries, provides tours, prepares customized proposals, and converts leads into bookings.
11. Provides timely, professional responses to all client inquiries, including facility rentals and reservations.
12. Partners with the Associate Director to address complex or sensitive events and operational issues.
13. Serves on university-wide committees, including the Expressive Activity Monitoring Team.
14. Performs other duties as assigned.

Required Qualifications

• Bachelor's Degree in a related field.
• Three (3) years of related work experience.
• This position requires the ability to maintain the security and integrity of UT San Antonio and its infrastructure.

Preferred Qualifications

• Three or more years of professional level experience planning, organizing, and managing conferences and/or special events.
• Three or more years of supervision experience.
• Excellent time management and customer service skills
• Self-starter with strong project management skills.
• Able to effectively manage multiple priorities to successfully coordinate complex logistics for events within fiscal and time constraints.
• Excellent communication, organization, and written skills to work effectively with external clients and various university departments.

Knowledge, Skills, and Abilities

• Demonstrated expertise in event planning, training, assessment, and organizational execution.
• Events management experience at a conference center or multiple site venue.
• Student-centered approach to programming and service
• Proficiency in Microsoft Office, Student Engagement Platform (i.e. Encoura Engaged, Event Reservation software (i.e. College Net 25Live) and Social Tables.
• Proficiency with social media and content creation on multiple platforms including but not limited to Facebook, X, and Instagram.
• Proficiency with clerical procedures and systems such as recordkeeping and filing
• Demonstrated independent decision-making and problem-solving ability
• Communication
• Leadership
• Management
• Collaboration

Working Conditions

• Office environment. Ability to travel to and from meetings, training sessions, or other business-related events. Workdays, areas, and work hours may vary based on departmental needs.

Physical Demands

• Sedentary work; sitting most of the time. Jobs are sedentary if walking and standing are required, only occasionally. Exerts up to 10 lbs. of force occasionally.

This position will work primarily on campus. Travel and parking expenses are the employee's responsibility.

This position is contingent upon a successful background check. Verification of a valid driver's license and Motor Vehicle Record (MVR) may be completed as applicable. Applicants selected must be able to show proof of eligibility to work in the United States by time of hire.