Events Coordinator

Job TitleScroll down the page to see all associated job requirements, and any responsibilities successful candidates can expect.Events CoordinatorAgencyTexas A&M UniversityDepartmentGraduate And Professional SchoolProposed Minimum SalaryCommensurateJob LocationCollege Station, TexasJob TypeStaffJob DescriptionWhat We WantThe Graduate and Professional School is seeking a Program Coordinator II - Events who will lead the planning, coordination, and execution of major events and student engagement initiatives. We are looking for a highly organized and detail-oriented individual who will play a key role in enhancing the graduate student experience through signature events such as Graduate Commencement, New Graduate Student Orientation, and the Graduate Awards Ceremony. The successful candidate will be responsible for managing all event logistics, communications, and stakeholder collaboration to ensure smooth and impactful programming. Demonstrated experience with program management systems and CRM platforms is essential to support event planning and execution. If this description sounds like a good fit for your skills and interests, we invite you to apply for this opportunity.What You Need to KnowSalary Range: $52,000 - $57,000 (Based on selected hire's qualifications)Cover Letter & Resume: A cover letter and resume are strongly recommended.QualificationsRequired Education and ExperienceBachelor's degree in applicable field or equivalent combination of education and experience4 years of experience in program coordination, event planning, or student engagement is required, with demonstrated ability to manage events or initiatives from planning through executionPreferred QualificationsMaster's degree in higher education administration, student affairs, communications, hospitality management, or a related field.Five or more years of experience in event planning, student engagement, or program coordination, preferably in a higher education setting.Experience working with graduate students, faculty, and staff across the university.Supervisory experience, particularly in managing student employees or volunteers.Proficiency with event management and CRM systems (e.g., SLATE, Cvent, or similar platforms).Certified Meeting Professional (CMP) or similar event planning certification.Experience developing and executing communication strategies for events or programs.Demonstrated ability to use data and feedback to assess program effectiveness and inform improvementsDegree in higher education administration, student affairs, communications, or hospitality/event management is strongly preferredKnowledge, Skills, and AbilitiesKnowledge of university-level administrative practices, budget management, financial analysis, and reporting.Understanding of graduate assistantship requirements, human resources processes, and fellowship, scholarship, and grant administration.Demonstrated leadership, management, and supervisory skills, including the ability to coach, develop, and hold staff accountable.Strong analytical, problem-solving, strategic planning, and decision-making abilities.Ability to effectively build relationships, negotiate, resolve conflicts, and collaborate with internal and external stakeholders.Advanced written, oral, and interpersonal communication skills, including public speaking and professional report writing.Capacity to exercise sound discretion, manage competing priorities, and make complex decisions independently.Ability to oversee multiple projects while maintaining high standards of accuracy, timeliness, and compliance.Skill in interpreting and applying complex policies, regulations, and guidelines.Professionalism and effectiveness in representing leadership in university and external forums.Familiarity with Texas A&M University accounting and business services systems and software, including"”but not limited to"”FAMIS (Financial Accounting Management Information System), AggieBuy, Concur, Workday, Maestro, Laserfiche, Canopy, and SSO (Single Sign-On).ResponsibilitiesEvent Management/Supervision/Student EngagementLeads the planning, coordination, and execution of major graduate student events, including Graduate Commencement, New Graduate Student Orientation, and the Graduate Awards Ceremony. DDevelops event concepts, timelines, and run-of-show documentsManages all logistics such as venue reservations, catering, audiovisual needs, décor, and accommodationsCoordinates with university departments, vendors, and external service providers (e.g., photographers, rentals, transportation)Serves as the primary point of contact for events, addressing inquiries and resolving issues to ensure successful executionOversees event schedules and coordinates entertainment or special activities as neededWill be required to operate a university golf cart to travel on campus for these dutiesRecruits, trains, and supervises student employees or volunteers who support event operationsAssigns tasks, sets schedules, and provides performance feedback to student staffProgram Communications and OutreachDevelops and executes communication plans to promote events and engage stakeholdersPrepares and distributes announcements, invitations, programs, and marketing materials across multiple platforms (email, websites, social media)Coordinates with the communications team and university partners as neededMaintains contact lists and uses CRM/event management tools to manage guest lists, invitations, and RSVPsEnsures timely and accurate communication before, during, and after eventsEvent Budget and Resource ManagementMonitors and manages event budgets to ensure alignment with financial guidelines and strategic prioritiesTracks expenditures, reconciles costs, and provides regular budget updates to leadershipForecasts event-related needs and allocates resources accordingly to support efficient planning and executionCoordinates purchasing and vendor payments in compliance with university policiesMaintains accurate financial records and documentation for all eventsCollaborates with leadership to evaluate cost-effectiveness and identify opportunities for budget optimizationCRM and Data StrategyUtilizes CRM systems (e.g., SLATE) and program management tools to support event planning and evaluationTracks registrations, attendance, and participant dataSends communications and reminders through CRM platformsCompiles post-event data and metrics (e.g., attendance, satisfaction surveys, budget reports)Generates reports to assess event success and inform future planningOperational SupportAssists with special projects, administrative tasks, or operational needs during peak periodsPerforms other duties as assigned to support the Graduate and Professional School's mission and goalsWho We AreTexas A&M University's Graduate and Professional School strives to enhance graduate experiences and development of all students, personally and professionally, foster and facilitate interdisciplinary intercollegiate graduate programs and research activities, as well as provide the highest quality support for services to advance creative scholarship and scientific inquiry. Our vision to achieve recognition as a leader in support of graduate education through innovation, exceptional service and commitment to excellence. For more information, please visit our website: grad.tamu.edu .Why Texas A&M University?We are a prestigious university with strong traditions, Core Values, and a community of caring and collaboration. Amenities associated with a major university, such as sporting and cultural events, state-of-the-art recreation facilities, the Bush Library and Museum, and much more await you. Experience all that a big city has to offer but with a reasonable cost-of-living and no long commutes.Medical, prescription drug, dental, vision, life and AD&D, flexible spending accounts , and long-term disability insurance with Texas A&M contributing to employee health and basic life premiums12-15 days of annual paid holidaysUp to eight hours of paid sick leave and at least eight hours of paid vacation each monthAutomatic enrollment in the Teacher Retirement System of TexasHealth and Wellness: Free exercise programs and release timeProfessional Development: All employees have access to free LinkedIn Learning training, webinars, and limited financial support to attend conferences, workshops, and moreEducational release time and tuition assistance for completing a degree while a Texas A&M employeeLiving Well, a program at Texas A&M that has been built by employees, for employeesOur CommitmentTexas A&M University is committed to enriching the learning and working environment by promoting a culture that respects all perspectives, talents & lived experience. Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.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.

Created: 2025-10-04