Events Coordinator II - CIR Lead

Texas A&M University System•Bryan, TX

12d•Hybrid

About The Position

Under general supervision, the Events Coordinator II is responsible for coordinating meetings, conferences, and special events for the Texas A&M Transportation Institute (TTI), the Center for Infrastructure Renewal (CIR), and external organizations utilizing TTI facilities. This position serves as the primary point of contact for CIR meeting and event operations while also supporting the Event Management & Planning (EM&P) team in planning and executing conferences, workshops, meetings, and special events.

Requirements

Bachelor’s degree or equivalent combination of education and experience.
2 years of experience in event coordination and/or hospitality, tourism or facility management.
Knowledge of word processing, spreadsheet, and calendar management applications.
Strong verbal and written communication skills.
Excellent customer service, interpersonal, and organizational skills.
Ability to manage and maintain meeting and event calendars using Microsoft Outlook
Ability to coordinate multiple scheduling requests and competing priorities.
Ability to multi-task and work cooperatively with others.
Ability to present information clearly and concisely.
Ability to manage multiple projects in a fast-paced environment.
Must be able to work occasionally during early mornings, evenings, and weekends to support meetings and special events and accommodate periods of increased workload.

Nice To Haves

Proficiency in event management software and tools such as Cvent, Accelevents, Microsoft Access, Constant Contact, etc.
Proficiency in virtual meeting platforms such as Microsoft Teams, Zoom, Webex, Eshow, Remo, etc.
Experience with research contracts and the soft money environment.

Responsibilities

Serve as the primary point of contact for all CIR meeting and event clients by providing guidance on meeting spaces, room configurations, catering, audiovisual services, technology, parking, and event logistics while ensuring exceptional customer service.
Coordinate meeting space reservations, maintain the CIR meeting and event calendar, and manage scheduling requests to maximize facility utilization and minimize scheduling conflicts.
Coordinate event logistics between clients, TTI Facilities, TEES IT, vendors, EM&P staff, and other stakeholders to ensure successful event execution.
Develop room layouts, event timelines, activity schedules, and planning documents while facilitating coordination meetings as needed to keep all parties informed of upcoming meetings and operational impacts.
Provide onsite meeting and event support, including coordinating event support personnel, assisting with room setup and event execution, resolving issues during events, and supporting events occurring outside normal business hours when necessary.
Serve as the primary point of escalation for meeting and event technology issues by troubleshooting problems and coordinating with TEES IT and other support personnel to resolve technical challenges.
Support financial administration for external and non-affiliated CIR clients by preparing estimates, tracking expenses, coordinating billing processes, and assisting with meeting space policies, operational procedures, and continuous process improvements.
Assist with coordinating conferences, meetings, workshops, and special events for TTI and external clients by assisting with venue coordination, vendor management, and registration support.
Assist with event registration platforms, attendee databases, participant communications, and event materials, including signage, agendas, name badges, and printed resources.
Assist with post-event reporting, financial reconciliation, attendee evaluations, and project closeout activities while maintaining accurate event documentation.
Assist the Event Director and Business Coordinator with special projects, departmental initiatives, financial processes, and other duties as assigned.