Events Coordinator III

Texas A&M•Galveston, TX

About The Position

The Events Coordinator III provides central coordination of large events and conferences, to include pre- and post-event liaison with clients. The Events Coordinator III will work independently, with limited direction, and will be directly responsible for providing planning and coordination of institutional level meetings, events, and conferences under the Office of the Vice President and Chief Operating Officer, ensuring that assigned events meet or exceed A&M standards.

Requirements

Bachelors degree in applicable field or equivalent combination of education and experience
Five years of related experience
Ability to effectively manage multiple efforts at the same time and the flexibility to adjust to rapidly changing situations and unexpected last-minute challenges while problem solving with a positive attitude
Ability to serve as a professional University Ambassador fostering trusted relationships with internal and external stakeholders
Proficient in use of Outlook, Word, Excel, PowerPoint, OneNote, and Google applications
Ability to lead event teams
Extremely detail oriented and organized
Ability to implement available software into the planning, coordination, and management of events and teams
Work well independently and within teams.
Strong people skills are necessary
Exceptional verbal and written communication skills exhibiting warmth, sincerity, and graciousness
Ability to work outdoors exposed to various weather conditions, potential allergens, elevated noise levels, and heat
Ability to move and carry objects up to 50 lbs.
Ability to travel independently to other and/or remote locations by driving and/or flying on commercial airlines
Ability to stand and move around quickly for long periods of time
This position is security sensitive
This position requires compliance with state and federal laws/codes and Texas A&M University System/TAMU policies, regulations, rules and procedures
All tasks and job responsibilities must be performed safely without injury to self or others in compliance with System and University safety requirements
This position may require nights, weekends and occasional travel.
Must be able to work irregular and extended hours including nights, weekends, and some holidays on occasion
Must hold and maintain a valid drivers license and meet the requirements to drive a university vehicle
Applications received by Texas A&M University must either have all job application data entered or a resume attached.
Failure to provide all job application data or a complete resume could result in an invalid submission and a rejected application.
We encourage all applicants to upload a resume or use a LinkedIn profile to pre-populate the online application.
All positions are security-sensitive.
Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.
Equal Opportunity/Veterans/Disability Employer.

Nice To Haves

Experience in development and coordination of large-scale events and benefits
Experience leading event coordination teams
Certified Meeting Professional (CMP) designation or willingness to seek this certification

Responsibilities

Event Planning, Logistics, and Execution
Setting event planning timelines
Developing and managing event budgets
Securing event spaces and arranging layouts/flow
Coordinating tours and outside equipment rentals
Scheduling security or police support
Securing décor, catering, parking, signage, vendor deliveries
Requesting and confirming facilities support (access, landscaping, custodial, lighting, temperature)
Requesting audio/visual and photography support
Negotiating costs and completing vendor contracts in line with university policies
Working with Risk & Compliance on insurance and waivers
Professionally responding to guest inquiries
Serving as on-site event coordinator during execution
Collaboration, Communication, and Continuous Improvement
Collaborating with Marketing and Communications to ensure brand/event standards
Coordinating event support staff, student workers, and volunteers
Conducting post-event evaluations and follow-up
Monitoring campus and community event calendars for conflicts and opportunities
Supporting the development and improvement of event-related policies and procedures
Supporting the university’s event calendar process
Serving on the University Commencement Planning Committee
Administrative, Institutional Support, and Other Duties
Providing administrative support to the VP/COO as requested
Serving as backup to the Executive Assistant to the VP/COO and Superintendent
Assisting with special projects as assigned
Participating in internal campus events and committees as assigned
Performs other duties as assigned