Events Coordinator III

Job Title

Events Coordinator III

Agency

Texas A&M University – Corpus Christi

Department

Student Life

Proposed Minimum Salary

Commensurate

Job Location

Corpus Christi, Texas

Job Type

Staff

Job Description

TAMU-CC is a dynamic university designated as both a Hispanic-Serving Institution (HSI) and Minority-Serving Institution (MSI) with approximately 11,000 students from 47 states and 54 foreign nations. We employ over 1,400 full-time and 2,000 part-time Islanders (including students/GAs). The University attracts highly talented faculty and staff and offers an array of undergraduate and graduate degrees, including doctoral programs.  As a member of the Texas A&M University System, TAMU-CC benefits from a range of resources, increased visibility and influence, and opportunities to collaborate in mutually beneficial ways with peers across member institutions and associated agencies.

TAMU-CC’s beautiful campus is located on a 240-acre island on Corpus Christi Bay and was ranked #1 College by the Sea by Best College Reviews. Our natural setting is enhanced by its modern, attractive, and state-of-the-art classroom buildings and support facilities.

From our generous benefits package and professional development opportunities, to our retirement programs and our commitment to service excellence, the Island University is an engaging and rewarding place to work.

Learn more information here !

PURPOSE

The University Center (UC) Events Coordinator III is responsible for coordinating logistics for various types of reservations in spaces managed by the University Center, such as meetings, conferences, speakers, performances, and special events.  This position does not plan their own events for the department.  Instead, they represent the facility and advise clients who wish to reserve space in the facility on room capacities, set-up options, equipment availability and resources.  This position supervises the operations and student staffing of the Information Desk and reservation & information specialist student employees.  The Events Coordinator III reports to the Assistant Director.

RESPONSIBILITIES

Reservation Coordination – 75%     

• Process and coordinates reservations to maximize use of space and support as many reservations as possible within the facility’s capacity; consults with clients to resolve scheduling conflicts and to find creative solutions for events.

• Coordinate and communicate client event needs with the department and service partners regarding equipment setups, audio-visual equipment, staffing needs, catering, health & safety concerns, security needs, etc. 

• Inform, educate, and enforce relevant policies and procedures for reservations and building use.

• Assists and guides clients though their event planning process by holding client meetings, giving tours of spaces, creating room diagrams, discussing available resources, limitations, deadlines, and cost information.  Communicate with clients to ensure smooth-running, effective events, including leading the successful resolution of potential and real problems in a timely manner using tact, sensitivity, discretion, and political acumen. 

• Check-in with clients prior to and on day of key events to ensure that the room is set correctly according to the client’s specifications and to ensure client satisfaction. 

• Ensure quality service, programmatic success, participant safety, facility security, and cleanliness. Document any safety and security concerns following established protocols.

• Manage operations of the Information Desk, including supervising reservations and information specialist student positions.  Interview, hire, train, motivate, and evaluate student employees.  Clearly define performance expectations, ensure accountability, and provide ongoing informal feedback, coaching, and mentoring.

• Create and host training sessions for department clients.

Administrative – 25%  

• Serve as a team member of the UC staff, assisting with department activities such as event management, emergency preparations and evacuations, strategic planning, annual goal setting, and budget needs.

• Articulate UC purpose and goals to clients as it relates to building usage.

• Prepare monthly event billing and reports for review and approval by supervisor.

• Complete projects or tasks assigned by the Assistant Director (supervisor).

• Perform other duties as assigned.

WHAT YOU WILL NEED 

• Bachelor’s degree.

• Three years of experience in event planning or related experience.

• Intermediate skills in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and ability to adapt to evolving technology.

• Excellent customer service skills and ability to build a good rapport with clients.

• Great attention to detail and organization, critical thinking, and problem-solving skills.

• Capacity to multitask complex assignments in a fast-paced environment.

• Strong written, and verbal communication skills to be able to establish and maintain courteous, effective working relationships and using those skills to navigate delicate or tense situations with tact, diplomacy, and professionalism. 

• Ability to work evenings/weekends scheduled in advance and on short notice. 

WHAT THEY WOULD LIKE TO SEE 

• Master’s degree in higher education, communication, public relations, or related field. 

• Three (3) years of experience in higher education event planning, reservations, operations, or facility management.

• Experience supervising employees. 

• Experience using reservation management software such as EMS (Event Management Services software) and room diagramming software such as Allseated or Social Tables.

• Experience or Knowledge of audio and video equipment used with event set ups.

SALARY: $33,362 – $46,000/annually, approximately. Salary is dependent upon education and/or experience.

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/Affirmative Action/Veterans/Disability Employer.