Associate Director, Special Events & Protocol - Office of the President

Position Information

The University of Texas at San Antonio (UT San Antonio) is a nationally recognized, top-tier public research university that unites the power of higher education, biomedical discovery and healthcare within one visionary institution. As the third-largest research university in Texas and a Carnegie R1-designated institution, UT San Antonio is a model of access and excellence - advancing knowledge, social mobility and public health across South Texas and beyond. UT San Antonio serves approximately 42,000 students in 320 academic programs spanning science, engineering, medicine, health, liberal arts, AI, cybersecurity, business, education and more. With 17,000 faculty and staff, UT San Antonio has also been recognized as a Top Employer in Texas by Forbes Magazine. Learn more online, on UT San Antonio Today or on X, Instagram, Facebook, YouTube or LinkedIn.

Salary Range: Commensurate with education, experience, and qualifications.

Job Type: Full Time

Posting Close Date: Applications will be accepted through 11:59 PM CDT on 11/08/2026. 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 Details

Job Summary

The Associate Director for Special Events & Protocol manages and oversees high-level university events, including those hosted by the Office of the President. This position serves as a key liaison for university events involving the President and supports the Presidents and First Ladys executive hospitality and protocol needs. The Associate Director manages special event projects involving the President and supports initiatives critical to advancing institutional strategic priorities. The Associate Director ensures executive and high-profile university events are professionally executed and adhere to appropriate protocol standards.

Core Responsibilities

• Manages, plans, and oversees high-level university events and special projects hosted by the Office of the President.
• Coordinates with university-wide teams in the planning and execution of large-scale events that support institutional strategic priorities.
• Manages executive-level protocol and hospitality activities for the Office of the President, ensuring appropriate standards and practices are followed.
• Coordinates formal and informal engagement opportunities with internal and external audiences to support and strengthen the President's university and community relationships.
• Collaborates with the Director of Special Events & Protocol and University Leadership to ensure event logistics and execution align with the President's vision and institutional priorities.
• Serves as a liaison for internal and external events involving the President and University Leadership, providing guidance regarding logistics, protocol, and presidential participation.
• Supports the day-to-day operations of the Special Events function, including coordination of resources, timelines, vendors, and event logistics, ensuring the seamless planning, execution, setup, and breakdown of special projects and events.
• Manages and coordinates university event budgets, procurement, and financial operations in partnership with the Senior Director of Administration and Operations.
• Coordinates and supports events associated with high-level university initiatives, including search committees, task forces, open forums, town halls, and other institutional activities.
• Represents the Office of the President on committees and working groups related to special projects, events, hospitality, and protocol, as assigned.
• Provides support for First Lady initiatives, community engagement activities, events, and calendar coordination.
• Performs other duties as assigned.

Required Qualifications

• Bachelor's Degree in a related field.
• Seven (7) years of related work experience.
• This position may require the ability to maintain the security and integrity of UT San Antonio and its infrastructure per Texas EO-GA-48.

Knowledge, Skills, and Abilities

• Written and Verbal Communication
• Event Planning
• Time Management
• Project Management
• Organizational Skills
• Interpersonal Skills
• Multitask
• Deadline Driven
• Microsoft Office Suite
• Budget Planning

Working Conditions

• Office environment. Ability to travel to and from meetings, training sessions, site visits or other business-related events. Workdays, areas, and work hours may vary depending on the departments needs.

Physical Demands

• Position requires frequent walking and standing, as well as participation in event setup and breakdown. Must be available to work a flexible schedule, including evenings, weekends, and other hours outside of normal business operations, as needed to support university events and special projects.

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.

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.