Athletics Special Events Coordinator

Texas A&M • College Station, TX

4d

About The Position

Texas A&M University is committed to enriching the learning and working environment by promoting a culture that respects all perspectives, talents & lived experiences. Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service. Texas A&M Athletics department is committed to building champions through academic achievement, athletic excellence, and national recognition of student-athletes, teams, and programs. We are a proud member of the Southeastern Conference, with more than 650 Texas A&M student-athletes competing at the NCAA Division 1-A level in 20 varsity sports . 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.
• Ability to work flexible hours (nights, weekend and holidays) as required to complete assigned duties.
• 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.

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.
• 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.

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
• Number of Employees: 251-500 employees