Events Coordinator III

Job Title

Events Coordinator III

Agency

Texas A&M University at Galveston

Department

Vice Pres & Chief Operations Ofcr

Proposed Minimum Salary

$3,750.00 monthly

Job Location

Galveston, Texas

Job Type

Staff

Job Description

A Glimpse of the Job

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.

Essential Duties/Tasks:

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

What you need to know

Salary: $45,000 annually.

Special Instructions: A cover letter and resume are strongly recommended. You may upload these in the CV/Resume section.

Required Education and Experience:

• Bachelors degree in applicable field or equivalent combination of education and experience

• Five years of related experience

Preferred Qualifications

• 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

Knowledge, Skills, and Abilities

• 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

Physical Requirements

• 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

Other Requirements and Factors

• 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

• Professional attire

Instructions to Applicants: 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.