Texas A&M University
AthleticsSpecialEventsCoordinator
“Athletics Special Events Coordinator at Texas A&M University. Skills: event planning, event coordination, client management, logistics management, vendor management, stakeholder management. planning and execution of athletics events. working with clients, vendors and facility staff from initial inquiry through post-event follow up”
What You'll Achieve.
building champions through academic achievement, athletic excellence, and national recognition of student-athletes, teams, and programs
Industry & Context.
Ability to process, organize, and disseminate large amounts of detailed information; detailed analysis of event requirements
Ability to work flexible hours (nights, weekends, and holidays) as required to complete assigned duties, 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
What They're Looking For.
Must Have
Bachelor’s Degree or equivalent combination of education and experience, Two years of related experience in event planning and marketing including related supervisory experience
Nice to Have
Two years of related experience in event planning, coordination, or operations, preferably in athletics, higher education or large-scale events environment
What You'll Do.
planning and execution of athletics events
vendors and facility staff from initial inquiry through post-event follow up
serves as a liaison for event bookings
managing logistics such as setup
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
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
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
Transportation Services
UPD and other campus partners concerning all pre-event aspects including information on availability
room set-up/arena configuration
Schedules for all outside vendors
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
Trains and supervises part-time wage employee: student workers
tour guides and other seasonal staff
Develops programs to recruit students as part-time employees
Complies with all industry safety and best practice standards for the execution of hosted events
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
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
How You'll Work.
Team & Collaboration
working with clients, vendors and facility staff; Liaises client with 3rd party vendors; Coordinates with facility staff; Assists assigned sports team with event requests; Assists department staff in scheduling meeting rooms and times; Serves as administrative liaison to clients and Athletics Facilities staff, Levy, SSC staff, Transportation Services, UPD and other campus partners; Trains and supervises part-time wage employee: student workers, tour guides and other seasonal staff; work cooperatively with others
Communication Scope
Effective verbal and written communication skills
Process & Methodology
event planning, event coordination, logistics management
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