Director, Event Services

Job Title

Director, Event Services

Agency

Texas A&M International University

Department

Community Relations & Special Events

Proposed Minimum Salary

Commensurate

Job Location

Laredo, Texas

Job Type

Staff

Job Description

Job Summary

The Director of Community Relations and Special Events maintains responsibility for the overall management and direction of the department.  Provide administrative support to the VP for Institutional Advancement in supervising of the operations of the Department of Community Relations and Special Events, including community relations, special events, event services, marketing, and public relations.

Essential Duties and Responsibilities

• Establishes the direction, goals, agendas, implementation strategies, and policies of the department.
• Develops short and long-range goals and strategic plans to ensure the continuance of quality programs. Enhance the development of new program and service to meet customer needs.
• Oversees and mentors departmental leadership team.
• Directs the efforts of and globally supervises department staff, setting performance standards and accountabilities.
• Ensures that programs, activities, and service comply with University, State and Federal regulations.
• Administers the budget and oversees fiscal operations of department.
• Oversees communications, promotion and public relations for department.
• Assess departmental needs with regards to administrative space, inventory, equipment, computing resources and personnel.

This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties may be assigned.

Additional Duties and Responsibilities

• Responsible for attracting external business, through creation and implementation of a marketing and public relations plans.
• Develop and implement strategies to increase appropriate external utilization of university event facilities, including rental opportunities, community partnerships, and revenue-generating activities.
• Responsible for managing high-level internal special events such as presidential events.
• Provide strategic leadership, planning, and execution of high-profile university events, including presidential functions, donor recognition and stewardship events, institutional ceremonies, advancement activities, and other special events designated by the Vice President for Institutional Advancement.
•  Manage and oversee all event-related invoicing and billing activities, including contract review, payment tracking, account reconciliation, and resolution of billing discrepancies to ensure exceptional client service and financial integrity.Represent the University at various university events, .partnerships, and community engagement.
• Maintain close, positive working relationships with staff, faculty, and University staff as well as with the community.

Minimum Requirements

• Education – Bachelor’s degree in applicable field.
• Experience – Ten years of related experience.
• An equivalent combination of education and experience may be considered.

Preferred Education and Experience

• Budget management experience, including forecasting, revenue tracking, expense control, and financial reporting.
• Five or more years experience in professional event management and logistics, planning and organizing special events; and coordinating volunteer participation.

• Experience supervising and developing event staff, student workers, volunteers, and vendor partners.
• Strong contract negotiation and vendor management experience, including catering, audiovisual, venue, transportation, and entertainment services.

Knowledge and Abilities

Knowledge of:

• Word processing, spreadsheet and database applications.

Ability to:

• Multitask and work cooperatively with others.

• Strong organization skills.
• Effective verbal and written communication skills.

Preferred Knowledge and Abilities

Knowledge of:

• Proficiency in event management software, registration platforms, CRM systems, and Microsoft Office Suite.
• Experience working in higher education, nonprofit organizations, convention centers, hospitality, or related service industries preferred.

Ability to:

• Communicate effectively, provide exceptional customer service, and build strong relationships with diverse internal and external stakeholders.
• Manage multiple projects and events simultaneously, prioritize competing demands, meet established deadlines, and maintain high service standards.

License/Professional Certification - None

Physical Requirements - General office environment.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Supervision of Others

• This position generally supervises employees.

Other Requirements

• Evening and/or weekend hours may be required.
• Position requires travel.
• Position requires on-campus, face-to-face interactions.
• Position requires maintaining a regular schedule of attendance on campus and in the workplace.

INSTRUCTIONS TO APPLICANT: During the application process you have only one opportunity to enter the requested information, upload documents and Submit the application. You will not be able to make changes or add additional documents once you “Submit” the application materials.  The software does not allow you to “Save” your application and return to complete the process at a later time.  The page "My Experience" has an area provided under Resume/CV to drop or upload files. Be sure to include:

• Resume
• Cover Letter
• 3 professional references and their full contact information
• Unofficial transcripts (if required)

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.