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Coordinator of Events - Current Student Emphasis

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Posting Details

Position Information

Position Title Coordinator of Events - Current Student Emphasis
Posting Title Coordinator of Events - Current Student Emphasis
System Member Institution/Agency THE ASSOCIATION OF FORMER STUDENTS
Department ASSOCIATION OF FORMER STUDENTS
Posting Number O00139FY17
Salary commensurate
Pay Basis Annually
Job Close Date
Geographic Location College Station
Budget Type Budgeted/Benefits - Full-Time
Is this position restricted by the Patriot Act? No
Is this position D.O.T. regulated? No
EEO AA Statement

The Texas A&M System is an Equal Opportunity/Affirmative Action/Veterans/Disability Employer committed to diversity.

Position Summary Information

Job Summary

Manages events for The Association of Former Students at the Clayton W. Williams, Jr. Alumni Center as well as The Association’s events held offsite.

Major/Essential Duties of Job

Under the direction of the Director of Events, provides consultation for events in the Clayton W. Williams, Jr. Alumni Center as well as events The Association of Former Students hosts onsite and offsite to ensure that all events meet or exceed our expected premier standards.
• This particular position focuses on the following types of events: 1) events hosted by The Association of Former Students’ Campus Programs team; and 2) events hosted by recognized student organizations of Texas A&M University.
– Supports the Director of Events in defining event goals, objectives and specific implementation plans that promote Texas A&M University’s core values with internal teams and external groups.
– Manages internal and external events both onsite as well as offsite as appropriate.
– Assists in the supervision, directing and coordination of activities of staff, volunteers and vendors as required to successfully execute all aspects of the event.
– Assists in the determination of fiscal requirements and budgetary recommendations for each event.
• Serves as the liaison between the Events team and the Campus Programs team.
– Manages logistics for Aggie Ring Day, GatheRing, The Next Tradition and any other Campus Program events to include, but not limited to: scheduling of police and security officers, coordination of custodial and landscape services, secure and manage the set up/tear down all in-house equipment, secure outside equipment rentals, secure catering, and manage event flow during Ring Day.
Manages scheduling and practices related to all rentable spaces in the Clayton W. Williams, Jr. Alumni Center.
• Maintains the calendar of events and implements a system that enables and anticipates long-term planning and effective event management for all internal and external meetings, conferences and events.
• Assists in the management of relationships and bidding processes to ensure excellent service and most efficient cost for goods and services.

Collaborates with Facilities, Information Technology and other appropriate teams to provide a premier experience for all events.
• Works closely with the Director of Events to establish staff and volunteer schedules, task assignments, event set up and equipment allocation to ensure conformance with event objectives and goals.
• Hosts internal and external customers with Audio Visual requirements and executes as needed.

Performs administrative duties related to events, including completion of relevant forms and maintenance of event-related databases.
• Assists in the development, confirmation and execution of all necessary pre-event details and follow-up with internal and external client groups and vendors.
• Works with the Director of Events to communicate and collaborate with Association Accounting staff for appropriate billing.

Manages the student assistants on the Events Team to include:
• Hiring, onboarding and training of all new student assistants.
• Scheduling the Events students appropriately to ensure that setup, tear down, and event assistance is executed in a timely and professional manner.
• Supervises the students.
• Conducts the annual performance appraisal for each Events student assistant.

Other duties as assigned.

Occasional Duties

Participates and provides input on various Association-wide activities which may include:
• Providing on-site event support for Board and Leadership Council Meetings.
• Participation on internal event and task committees.
• Participation in Association events including, but not limited to, The Next Tradition, Ring Delivery, Reunions, Distinguished Alumni Gala and Game Day events, as needed.
• Represents The Association as needed at events.

Acts as an ambassador for The Association by meeting Team Expectations; supporting The Association’s fundraising, branding, and communications efforts; and fostering relationships with former students, current students, parents, faculty, staff and friends of Texas A&M. Occasional other duties as assigned.

Required Education and Experience

Bachelor’s Degree.
Minimum of two years professional experience.

Preferred Education and Experience

Bachelor’s Degree in Hotel Restaurant Management, Hospitality, Recreation, Parks, and Tourism Science or Horticulture. Graduate of Texas A&M University.

Experience coordinating and managing events, volunteers, staff and teams. Relevant experience with and understanding of Texas A&M campus and facilities organizations; marketing and media relations experience; knowledge of graphics, web and print communications. Familiar with EMS Enterprise software package. Certified Meeting Professional (CMP) designation is a plus. Working knowledge of standard audio visual equipment. An understanding of event trends, floral design and event choreography.

Required Licenses, Certifications, or Registrations
Preferred Licenses, Certifications, or Registrations
Required Special Knowledge, Abilities, and Skills

Ability to operate a keyboard.

Ability to move and carry objects up to 50 pounds.

Valid driver’s license and ability to drive on business trips.

Working knowledge of standard office equipment. Advanced software skills, familiarity with event management systems as well as MS Word, Excel, and PowerPoint to perform administrative duties as required maintaining communications, databases, and spreadsheets.

Preferred Special Knowledge, Abilities, and Skills
Other Requirements or Other Factors

Must be able to work irregular and extended hours, as many events are scheduled on nights, weekends and some holidays. Extremely detail oriented. Professional attire and behavior. Ability to interact with high profile customers. Ability to handle multiple projects; flexibility to adjust to rapidly changing situations and problem solving. Ability to derive solutions to unexpected last-minute challenges. Have excellent oral and written communications skills. Work well independently as well as with a team. Ability to manage a team with diverse skill sets and opinions.

Preferred Other Requirements or Other Factors

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Where did you see this position advertised?
    • The Chronicle of Higher Education
    • HigherEd Jobs
    • Workplace Diversity
    • Work in Texas
    • Higher Education Recruitment Consortium (HERC)
    • Job Fair
    • GettingHired.com
    • RecruitMilitary.com
    • This Website
    • Other
  2. If you selected Other, please let us know where you saw the position advertised.

    (Open Ended Question)

  3. * Are you able to work nights and weekends as required?
    • Yes
    • No
  4. * Have you completed a Bachelor's degree?
    • Yes
    • No
  5. If you selected No, please share your expected graduation date.

    (Open Ended Question)

  6. * What is your Bachelors' degree in?
    • Hotel Restaurant Management
    • Hospitality
    • Recreation, Parks, and Tourism Science
    • Horticulture
    • Other
  7. * Did you earn a Bachelor's degree at Texas A&M University, College Station?
    • Yes
    • No
  8. * Do you have the ability to lift 50 pounds, stand for extended periods of time, and climb a ladder?
    • Yes
    • No
  9. * Do you have a minimum of two years experience as a full-time event planner or hotel banquet and catering manager?
    • Yes
    • No
  10. * Describe at least three events you have helped coordinate, elaborating on your role in planning and executing the event, the scope of the event, number of attendees, and any challenges faced.

    (Open Ended Question)

  11. * Please describe the event management software you are proficient in?

    (Open Ended Question)

  12. * Elaborate on any experience you have working with students, student organizations, and/or academic departments/programs?

    (Open Ended Question)

  13. * Describe a time when you had to interact with a difficult co-worker, customer or vendor. How did you handle the situation?

    (Open Ended Question)

  14. * Have you ever been caught unaware by a problem or obstacle that you had not foreseen? Describe what happened?

    (Open Ended Question)

  15. * Describe a time when you performed a task outside your perceived responsibilities. What was the task? Why did you perceive it to be outside your responsibilities? What was the outcome?

    (Open Ended Question)

  16. * How would you describe your ability to predict needs before they arise? In other words, how would you evaluate your intuition, timeliness, and proactive work style?

    (Open Ended Question)

Documents Needed to Apply

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Transcript
  2. Other Document 1
  3. Other Document 2
  4. Other Document 3