Athletics Special Events Coordinator

Job TitleAthletics Special Events Coordinator Agency Texas A&M University Department Athletic Director Proposed Minimum SalaryCommensurate Job LocationCollege Station, Texas Job TypeStaff Job Description Who We Are Texas A&M Athletics department is committed to building champions through academic achievement, athletic excellence, and national recognition of student-athletes, teams, and programs. We are a proud member of the Southeastern Conference, with more than 650 Texas A&M student-athletes competing at the NCAA Division 1-A level in 20 varsity sports. What We Want The Event Coordinator supports the planning and execution of athletics events by working with clients, vendors and facility staff from initial inquiry through post-event follow up. This role serves as a liaison for event bookings, managing logistics such as setup, scheduling, catering, parking and safety.

What You Need To Know Salary:

Commensurate based on selected candidates experience.

Cover Letter/Resume:

A cover letter and resume are strongly recommended and will help in our review. You may upload them on the application under the CV/Resume section.

Other Details:

Ability to work flexible hours (nights, weekends, and holidays) as required to complete assigned duties.

Responsibilities EVENTS:

Assists the director with event related items. Meets with clients to gather information to prepare layouts, estimates and event agreements. Liaises client with 3rd party vendors (caterer, parking, ushers, security, fire & life safety, business office, etc.). Coordinates with facility staff for space setup needs. On-site for all hosted events. Posts event work to include soliciting event evaluations from clients and invoicing. Assists in recruiting, training and scheduling event staff. Meets with prospective clients to facilitate tours. Assists assigned sports team with event requests. Assists department staff in scheduling meeting rooms and times.

EVENT LIAISON

Responsible for being first point of contact for all clients interested in booking an event. Serves as administrative liaison to clients and Athletics Facilities staff, Levy, SSC staff, Transportation Services, UPD and other campus partners concerning all pre-event aspects including information on availability, room set-up/arena configuration, catering, alcohol, parking and security. Schedules for all outside vendors.

ADMINISTRATION

Conducts site visits, virtual and in-person meetings with clients and provides client with cost estimates and event agreements. Coordinates post-event aspects for clients including client surveys, invoicing and clean-up.

TRAINING

Trains and supervises part-time wage employee: student workers, tour guides and other seasonal staff. Develops programs to recruit students as part-time employees.

COMPLIANCE

Complies with all industry safety and best practice standards for the execution of hosted events. Compliance is a shared responsibility. Ensures compliance with all safety regulations by coordinating with local Fire, Police and Public Safety departments prior to events. Maintains continual and thorough familiarity with all applicable NCAA, Conference and University rules and regulations. Establishes and ensures communication and enforcement of rules and regulations concerning student-athletes: conduct, appearance, punctuality and other areas as deemed appropriate. Assures and maintains the integrity of the Athletics Department and Texas A&M University in all forms of communication and personal contacts.

Qualifications Required Education & Experience:

Bachelor's Degree or equivalent combination of education and experience. Two years of related experience in event planning and marketing including related supervisory experience.

Preferred Qualifications:

Two years of related experience in event planning, coordination, or operations, preferably in athletics, higher education or large-scale events environment.

Knowledge, Skills, and Abilities:

Understands the live event industry as it relates to production and operation of sports/entertainment venues. Ability to process, organize, and disseminate large amounts of detailed information. Skills required include organization, customer service, planning and detailed analysis of event requirements. Ability to multi-task and work cooperatively with others. Strong organizational skills. Effective verbal and written communication skills. 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 premiums 12-15 days of annual paid holidays Up to eight hours of paid sick leave and at least eight hours of paid vacation each month Automatic enrollment in the

Teacher Retirement System of Texas Health and Wellness:

Free exercise programs and release time

Professional Development:

All employees have access to free LinkedIn Learning training, webinars, and limited financial support to attend conferences, workshops, and more Educational release time and tuition assistance for completing a degree while a Texas A&M employee Living Well, a program at Texas A&M that has been built by employees, for employees Our Commitment Texas A&M University is committed to enriching the learning and working environment by promoting a culture that respects all perspectives, talents & lived experiences. Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service. 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. 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. Howdy and thank you for your interest in a career with Texas A&M University. As the flagship campus of The Texas A&M University System, we are located in College Station, Texas with a student population of more than 74,000 and nearly 14,000 faculty and staff. The Spirit of Aggieland is unmistakable. We are a unique American institution, fostering a culture of friendliness, compassion and respect for one another. Our unique history and rich traditions make Texas A&M special. From our benefits package and professional development opportunities to our retirement programs, Texas A&M is a great place to work. Your path to a great career starts here! Equal Opportunity/Veterans/Disability Employer. If you need assistance in applying for this job, please contact (979) 845-5154.

Useful Links:

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