Program Coordinator I

What We Want 

We are searching for a dedicated and organized Program Coordinator I to join our team at Mays Business School. If you thrive in a fast‑paced, people‑focused environment, this role offers the perfect blend of coordination, teamwork, and opportunities for growth. You’ll collaborate closely with multiple directors to support office needs and plan meaningful events for both students and industry professionals. We’re looking for someone who is detail‑oriented and ready to multitask, prioritize, and anticipate what’s coming down the pipeline. As the first friendly face students and visitors see when they enter the office, you’ll help direct them to the right resources while juggling a variety of responsibilities behind the scenes. Our small, close‑knit team is enthusiastic and supportive - we value collaboration, mentorship, and promoting from within, so there’s real room to grow!

Essential Duties/Tasks

Event and Operations Management

• Coordinates the strategic planning and logistical execution of a comprehensive portfolio of industry-focused and student-focused events for CMIS, SCC, and SSO. Events include large-scale conferences, student case competitions, industry networking mixers, career fairs, leadership workshops, orientations, socials, tailgates, company lunches and dinners, etc.

• Manages end-to-end logistics for events, including venue selection and reservations, supply purchases, room layouts, audio/visual requirements, catering services, parking, and access details for events ranging from intimate meetings to large multi-day conferences.

• Collaborates with faculty to integrate event requirements into relevant courses when appropriate, creating and managing signups or required attendance lists and tracking student participation.

• Oversees onsite event operations, serving as the primary point of contact for vendors, speakers, and attendees; troubleshoots issues in real-time to ensure professional execution.

• Takes event photos, manages their archival, and provides support with these assets for social media activity.

• Facilitates end-to-end logistics for students and guests, including email invitations (and reminders), registration processes, the creation of attendee databases, design and printing of name badges and agendas, and management of check-in procedures, etc.

• Coordinates travel arrangements, itineraries, and accommodations for guest speakers, industry board members, and student delegations attending external conferences.

• Conducts post-event participant surveys and comprehensive post-event retrospectives to evaluate success against established metrics; develops and maintains written operational plans to iteratively improve event execution and efficiency over time.

• Manages event-specific staffing, including the recruitment, training, and supervision of student workers and volunteers.

Communications and Stakeholder Engagement

• Develops and implements marketing and communication strategies to promote CMIS, SCC, and SSO activities. This includes writing press releases, designing digital and print marketing and event collateral (e.g., brochures, posters, apparel), and managing weekly social media presence.

• Serves as a primary operational contact for corporate advisory board companies regarding event invitations and participation, and coordinates information flow between companies, faculty, staff, and students.

• Designs and deploys post-event Qualtrics surveys to measure attendee satisfaction and program success; analyzes results to inform strategic improvements for future programming.

• Maintains and updates the digital presence for both CMIS and SCC and assists with managing the digital presence for SSO, ensuring accuracy of websites, event calendars, speaker bios, and news items.

• Coordinates with University or College communications staff to ensure brand compliance and cross-promotion of major news items.

• Coordinates with College Marketing and Communications staff to create and manage digital display of department announcements on hallway monitor.

Administrative and Financial Operations

• Answers phones, greets and assists walk-in traffic, and directs to appropriate resource. 

• Manages budgets for all events and administrative functions; ensures expenses remain within allocated funding and processes vendor payments in compliance with University guidelines.

• Oversees the invoicing and collection of membership dues for CMIS and SCC Industry Advisory Boards.

• Manages the administration of student scholarships and awards for CMIS, including the distribution of funds and maintenance of recipient records.

• Maintains official records for CMIS and SCC, including competition scores, scholarship data, and board membership rosters.

• Provides general office support, including equipment maintenance, supply inventory, correspondence, and managing phone and foot traffic.

Additional Duties

• Runs errands to support the operations of CMIS, SCC, and SSO.

• Maintains general supplies for special events.

• Graphic design for promotional materials, social media, and swag.

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.