POSITION TITLE:  Associate, ULI Austin
REPORTS TO:  Executive Director, ULI Austin
FLSA CLASSIFICATION:  Exempt
POSITION STATUS:  Full-Time
DATE OF REVISION:  December 2019

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The Urban Land Institute (ULI) is a member-led research and education organization focused on providing leadership in the responsible use of land and in creating and sustaining thriving communities worldwide. The ULI Austin district council strives to advance the mission of the Urban Land Institute at the local level. ULI Austin was founded in 1994 and now includes over 950 members spanning Central Texas. As a member-led organization, ULI takes its strength from its members’ industry knowledge and expertise.

The Associate is a professional position within ULI Austin. As an integral part of the district council team, the Associate serves as a professional liaison among ULI Austin, ULI headquarters, and Austin real estate, planning, and development professionals. The Associate is one of the faces of ULI Austin: members call the Associate first for assistance and information, so it is imperative that the Associate be courteous and friendly. The position necessitates that the Associate be able to travel occasionally to district council events throughout the area and attend meetings, events, or programs in the early mornings or evenings.

BASIC FUNCTION: The Associate is a professional position within ULI Austin. As an integral part of the district council team, the Associate serves as a professional liaison among ULI Austin, ULI headquarters, and Austin real estate, planning, and development professionals. The Associate is one of the faces of ULI Austin: members call the Associate first for assistance and information, so it is imperative that the Associate be courteous and friendly. The position necessitates that the Associate be able to travel occasionally to district council events throughout the area and attend meetings, events, or programs in the early mornings or evenings.

The Associate serves as an informed resource for district council committees, interfacing with these committees to ensure that all work is consistent with ULI policies and procedures and that ULI Austin’s goals and objectives are met. The Associate works closely with the Executive Director to maintain administrative, financial, and office operations of ULI Austin, including membership, sponsorship, programs, communications, and community outreach.

SPECIFIC RESPONSIBILITIES:

Event Logistics – (focused on monthly breakfasts, quarterly regional lunches, and Women’s Leadership Initiative events)

• Attend and act as scribe for Programs Committee
• Open events in database
• Coordinate complimentary tickets
• Create and distribute e-blasts
• Update event webpage
• Create, organize, and distribute name tags
• Schedule volunteers
• Coordinate with venues
• Select and initiate contracting with venue/caterer/contractors
• Set up vendors and collect necessary billing information
• Distribute calendar invitations
• Obtain and distribute certificate of insurance
• Follow up on sponsorship collections
• Reconcile database for attendance

Database Entry/Maintenance

• Enter attendees for non-preregistration events
• Enter committee/council memberships
• Update member and event information
• Enter information from business cards
• Coordinate comped sponsorship memberships
• Download and distribute, monthly, new member join list
• Create sponsor invoices

Administrative

• Purchase office supplies
• Order committee, council, and forum lunches
• Place reservations for committee events (such as Coffee Chats and speaker receptions)
• Write thank-you notes
• Field general phone calls and emails
• Monitor other organizations’ calendars
• Follow up on accounts receivable
• Create and submit payment vouchers

REQUIREMENTS:

• Ability to initiate and prioritize tasks and handle multiple tasks concurrently and completely with responsible follow-through and minimal supervision
• Self-motivation, demonstrating meticulous attention to both details and deadlines
• Professional oral and written communication and interpersonal skills to work with senior business and public sector executives
• Ability to provide courteous customer service and professional relationships with coworkers in a fast-paced environment
• Proven project and office management skills, including creative problem solving
• Demonstrated proficiency/skills in Microsoft Office (Word, Excel, Outlook, and Power Point)
• Knowledge of and competency with a graphics, Illustrator, Photoshop, or communications software a plus, especially familiarity and proficiency with WordPress
• Meeting- and event-coordination skills
• Ability to attend early-morning and evening events is required
• Ability to travel to events throughout the region
• Use of personal vehicle may be required for local travel

EDUCATION:

• BA/BS or related experience preferred