Events Coordinator 2

Job Title

Events Coordinator II

Agency

Texas A&M Transportation Institute

Department

Event Management & Planning

Proposed Minimum Salary

Commensurate

Job Location

Bryan, Texas

Job Type

Staff

Job Description

Who are we?

The Texas A&M Transportation Institute (TTI) is an agency of the State of Texas and member of The Texas A&M University System. For 75 years, TTI has addressed complex transportation challenges and opportunities with innovation, objectivity, and unmatched technical expertise. Our staff delivers excellence, value and thought leadership to ensure our research sponsors achieve their goals.

Our Mission and Vision

Our Vision - TTI leads in the creation of knowledge that transforms transportation for the benefit of society.

Our Mission - TTI delivers practical, innovative and sustainable solutions to improve the movement of people, data and goods through research, education and technology transfer.

Our Work Environment

Entrepreneurial culture

Affiliation with Texas A&M University students and faculty

Ability to work with nationally recognized experts

Ability to help train the next generation of transportation professionals

Premier office and research facilities and equipment

Accredited laboratories and safety proving ground

Outstanding research support services

Hybrid work environment/telecommuting

Flexible work hours

Family friendly

High staff retention rates

Leadership development and wellness programs

Data allowance and home office equipment reimbursements

Relocation assistance (if eligible)

Tuition reimbursement program (if eligible)

Our Employee Benefits

TTI employees can choose from several health coverage options offered by The Texas A&M University System for themselves and their families, as well as numerous other benefit programs.

https://www.tamus.edu/business/benefits-administration/

What you need to know

• This position is required to report Monday through Friday to the TTI Headquarters building at RELLIS campus in Bryan, TX. This can be discussed further during the interview process.

• The salary range for position is commensurate. Final salary will be determined based on the applicant's qualifications and experience.

Job Summary

The Event Coordinator II, under general supervision, is responsible for coordinating and implementing conferences, meetings and special events for Texas A&M Transportation Institute (TTI) and other external agencies that contract with TTI for services. The position will coordinate with venues, registration processes and event logistics for on-site, hybrid and virtual events. Continued employment is dependent upon availability of funding and satisfactory performance.

Essential Duties

• Coordinate event logistics, including venue selection, contract negotiation and vendor management. (35%)

• Coordinates event registration platform, databases and participant communications. (20%)

• Coordinates event execution, including audiovisual setups and catering services. (10%)

• Assist in preparation of event materials with internal communications team, including schedules, signage and attendee lists. (10%)

• Analyze post-event feedback and provide comprehensive financial reporting to stakeholders. (10%)

• Assist Event Manager and Event Director with other duties as assigned. (10%)

• Assist Business Coordinator with internal financial deposits and reporting. (4%)

• Performs other duties as assigned. (1%)

Required Education and Experience

Bachelor’s degree or equivalent combination of education and experience.

Two years of experience in event coordination, hospitality, tourism or project management.

Required Knowledge, Skills and Abilities

Knowledge of word processing and spreadsheet applications.

Strong verbal and written communication skills.

Strong interpersonal and organizational skills.

Ability to multi-task and work cooperatively with others.

Ability to adapt to changing priorities.

Ability to complete work within given deadlines and timelines.

Ability to present information clearly and concisely.

Ability to manage multiple projects in a fast-paced environment.

Ability to handle pre-conference planning and registration management.

Financial management/oversight skills

Ability to report/communicate post-conference performance

Exceptional customer service

Other Requirements or Other Factors

Work beyond normal office hours and/or work on weekends.

Must be able to work irregular and extended hours including nights and weekends.

Must be able to work and travel some weekends and handle significant travel during peak seasons.

Preferred Qualifications

Proficiency in event management software and tools such as Cvent, Accelevents, Microsoft Access, Constant Contact, etc.

Proficiency in virtual meeting platforms such as Microsoft Teams, Zoom, Webex, Eshow, Remo, etc.

Experience with research contracts and the soft money environment.

Physical Requirements

Ability to perform common office functions.

Ability to frequently communicate with other individuals within the workplace.

Ability to operate a computer and other office productivity machinery.

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.