Athletics Special Events Coordinator

Texas A&M University System • College Station, TX

7d

About The Position

The Event Coordinator supports the planning and execution of athletics events by working with clients, vendors and facility staff from initial inquiry through post-event follow up. This role serves as a liaison for event bookings, managing logistics such as setup, scheduling, catering, parking and safety.

Requirements

• Bachelor’s Degree or equivalent combination of education and experience.
• Two years of experience in event planning, coordination, or operations, preferably in athletics, higher education or large-scale events environment.
• Understands the live event industry as it relates to production and operation of sports/entertainment venues.
• Ability to process, organize, and disseminate large amounts of detailed information.
• Skills required include organization, customer service, planning and detailed analysis of event requirements.
• Ability to multi-task and work cooperatively with others.
• Strong organizational skills.
• Effective verbal and written communication skills.
• Ability to work flexible hours (nights, weekend and holidays) as required to complete assigned duties.

Nice To Haves

• General understanding of other areas related to the operation of the department (ie: Ticketing, Marketing, Guest Service and Financial operations).
• More than two years of experience working in a sports/entertainment public facility and/or prior work experience.
• Three or more years of experience working in the live event industry and/or prior event related work experience.

Responsibilities

• Assists the director with event related items.
• Meets with clients to gather information to prepare layouts, estimates and event agreements.
• Liaises client with 3rd party vendors (caterer, parking, ushers, security, fire & life safety, business office, etc.).
• Coordinates with facility staff for space setup needs.
• On-site for all hosted events.
• Posts event work to include soliciting event evaluations from clients and invoicing.
• Assists in recruiting, training and scheduling event staff.
• Meets with prospective clients to facilitate tours.
• Assists assigned sports team with event requests.
• Assists department staff in scheduling meeting rooms and times.
• Responsible for being first point of contact for all clients interested in booking an event.
• Serves as administrative liaison to clients and Athletics Facilities staff, Levy, SSC staff, Transportation Services, UPD and other campus partners concerning all pre-event aspects including information on availability, room set-up/arena configuration, catering, alcohol, parking and security.
• Schedules for all outside vendors.
• Conducts site visits, virtual and in-person meetings with clients and provides client with cost estimates and event agreements.
• Coordinates post-event aspects for clients including client surveys, invoicing and clean-up.
• Trains and supervises part-time wage employee: student workers, tour guides and other seasonal staff.
• Develops programs to recruit students as part-time employees.
• Complies with all industry safety and best practice standards for the execution of hosted events.
• Ensures compliance with all safety regulations by coordinating with local Fire, Police and Public Safety departments prior to events.
• Maintains continual and thorough familiarity with all applicable NCAA, Conference and University rules and regulations.
• Establishes and ensures communication and enforcement of rules and regulations concerning student-athletes: conduct, appearance, punctuality and other areas as deemed appropriate.
• Assures and maintains the integrity of the Athletics Department and Texas A&M University in all forms of communication and personal contacts.

Benefits

• Medical, prescription drug, dental, vision, life and AD&D, flexible spending accounts, and long-term disability insurance with Texas A&M contributing to employee health and basic life premiums
• 12-15 days of annual paid holidays
• Up to eight hours of paid sick leave and at least eight hours of paid vacation each month
• Automatic enrollment in the Teacher Retirement System of Texas
• Health and Wellness: Free exercise programs and release time
• Professional Development: All employees have access to free LinkedIn Learning training, webinars, and limited financial support to attend conferences, workshops, and more
• Educational release time and tuition assistance for completing a degree while a Texas A&M employee
• Living Well, a program at Texas A&M that has been built by employees, for employees

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level