Texas A&M University - College Station, TX

posted about 1 month ago

Full-time - Entry Level
College Station, TX
Educational Services

About the position

The Event and Reservations Coordinator position at Texas A&M University involves assisting the Operations and Events office in supporting the Department of Residence Life through event planning and coordination. The role requires managing event bookings, coordinating with various stakeholders, and ensuring compliance with university policies. The successful candidate will work in a fast-paced, student-centric environment, contributing to the overall mission of enriching the learning and working environment at the university.

Responsibilities

  • Manage the events booking and billing process using EMS (Event Management System).
  • Maintain an up-to-date schedule for conference rooms, meeting spaces, and multi-purpose rooms.
  • Coordinate with clients including Registered Student Organizations, Departments, and External Clients to confirm event details, layouts, and technology needs.
  • Generate and process invoices for event bookings.
  • Oversee the centralized scheduling of all meeting spaces within the department of residence life.
  • Resolve scheduling conflicts and ensure optimal use of available spaces.
  • Guide departments and student organizations on compliance with university policy and procedures.
  • Troubleshoot and resolve issues with A/V systems in meeting spaces.
  • Oversee project forecasting, planning and execution.
  • Work with A/V vendors to schedule equipment maintenance and upgrades.
  • Manage the A/V budget to ensure timely maintenance and necessary upgrades.
  • Event setup and tear down.
  • Ensure all event spaces managed by the Department of Residence Life are clean and functional.
  • Serve as the backup for other program coordinators during their absence.
  • Communicate with facilities management and residents to schedule maintenance.
  • Assist with scheduling and inspections during summer operations.
  • Supervise student employees responsible for preparing event spaces.
  • Track and manage department inventory, including A/V equipment and other resources.

Requirements

  • Bachelor's degree or equivalent combination of education and experience.
  • 4 years' experience in event management, event planning, or reservations.
  • Demonstrated experience utilizing and troubleshooting A/V systems.
  • Prior experience in working collaboratively with various stakeholders.
  • Demonstrated customer service experience.

Nice-to-haves

  • Bachelor's degree in relevant field such as hospitality, communication, public relations, or business administration.
  • Master's degree from an accredited college or university in a relevant field.
  • Supervisory experience.
  • Budget experience.
  • Prior knowledge of EMS would be helpful.
  • Experience in a higher education environment.

Benefits

  • Medical, prescription drug, dental, vision, life and AD&D, flexible spending accounts, and long-term disability insurance.
  • 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.
  • Automatically enrollment in the Teacher Retirement System of Texas.
  • Free exercise programs and release time for health and wellness.
  • Access to free LinkedIn Learning training, webinars, and limited financial support for conferences.
  • Educational release time and tuition assistance for completing a degree while employed.
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