Executive Communications Coordinator

Job Posting Title:

Executive Communications Coordinator

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Hiring Department:

University Marketing and Communications

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt from FLSA

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

Purpose

The Executive Communications Coordinator supports University Marketing and Communications (UMAC) through writing, research,  coordination, and relationship management. Working closely with the Executive Speechwriter, the role develops executive messaging, manages communications workflows and event details, partners with university departments, and provides writing support for UMAC leadership. 

General Notes 

• Must be authorized to work in the United States on a full-time basis for any employer without sponsorship.
• This position is funded for 24-months from the start date with the possibility of extension. 

Responsibilities

• Writing and Research: Support the Executive Speechwriter in researching, drafting, and editing speeches, remarks, talking points, presentations, announcements, video scripts, and other executive communications. Research and gather stories, institutional data, background information, and other content to strengthen executive communications. Coordinate reviews with university stakeholders to verify information and ensure communications are accurate, consistent, and complete. Support UMAC leadership with special writing projects, executive messaging, and other priority communications needs.
• Leadership Event Appearances and Social Media Coordination: Coordinate communications supporting key presidential and executive programs, appearances, events, and initiatives. Serve as a communications liaison to colleges, schools, units, and departments hosting or supporting executive events, ensuring communications needs and details are addressed. Partner with UMAC, University Events and Experience, and other university colleagues to develop communications plans and supporting content for executive programs and events. Ensure social media opportunities and needs related to executive priorities, appearances, events, and announcements are identified and coordinated with the appropriate UMAC colleagues.
• Project Management: Coordinate the planning and delivery of presidential and executive messaging, including campus-wide announcements and communications cascades. Maintain executive communications calendars and track upcoming messaging needs, deadlines, and deliverables. Manage timelines, content inputs, stakeholder reviews, approvals, and other details necessary to move communications from development through delivery. Help ensure final communications are delivered accurately, on schedule, and through the appropriate channels.
• Other related functions as assigned.

Required Qualifications

• Bachelor’s degree in a related field.
• Five years of experience in a writing, content coordination, or other editorial/communications role.
• Proficiency with project management platforms (e.g., Asana) and editorial planning tools (e.g., Microsoft Word, content calendars, scheduling software).
• Exceptional organizational skills and attention to detail, with a proven ability to manage multiple projects and deadlines simultaneously.
• Strong written and verbal communication skills.
• Familiarity with content production workflows, including writing, editing, design and publishing processes.
• Experience creating and managing email campaigns.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Master's degree. 
• Experience working in higher education and interacting with executive leadership teams.
• Experience coordinating a highly visible, highly public portfolio.
• Ability to collaborate with a wide range of stakeholders, including faculty, staff, and external vendors.
• Familiarity with AP Style or other editorial guidelines.
• Professional experience working with the executive suite at corporations or working at a marketing or creative agency is a plus.

Salary

$70,000 +negotiable depending on experience.

Working Conditions

• May work around standard office conditions.
• Repetitive use of a keyboard at a workstation.
• Occasional overtime during peak periods.  
• This position is based in Austin, TX and is required to work on campus.

Required Materials

• Resume/CV
• Letter of interest
• Three writing samples.
• 3 work references with their contact information; at least one reference should be from a supervisor

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 in to 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.

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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.

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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.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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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.

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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.

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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.

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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 and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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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.