Events Coordinator II

Job Title

Events Coordinator II

Agency

Texas A&M University Health Science Center

Department

Office of the Dean

Proposed Minimum Salary

$3,750.00 monthly

Job Location

Bryan, Texas

Job Type

Staff

Job Description

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.

Who we are

As one of the fastest-growing academic health centers in the nation, Texas A&M Health encompasses five colleges and numerous centers and institutes working together to improve health through transformative education, innovative research and team-based health care delivery.

What we want

The Event Coordinator II, under general supervision, plans, coordinates, and delivers college-level events and engagement activities for the Naresh K. Vashisht College of Medicine's Dean's Office. This position supports college, alumni, donor, and general engagement efforts that advance stewardship, relationships, and the College's mission. The role manages end-to-end event logistics, ensures compliance with university policies and risk requirements, and partners closely with the Dean's Office, Advancement, Marketing, and Communications teams to execute high-quality, mission-aligned events.

What you need to know

Salary: $45,000 annual

Schedule: Ability to work beyond normal office hours and/or work on weekends.

Responsibilities:

Event Coordination, Planning, and Management

• Plans and coordinates College and Dean's Office-led events, such as donor events, alumni engagements, tailgates, banquets, recognition ceremonies, lectures, conferences, and VIP visits

• Manages the full lifecycle of events, including scheduling, space reservations, run-of-show development, audio-visual coordination, catering, rentals, setup and teardown, and post-event review

• Serves as on-site lead during events, providing oversight, customer service, and real-time issue resolution; supports events held during evenings and weekends as needed

• Ensures compliance with university, system, and College policies related to contracts, liability insurance, alcohol service, safety, accessibility, and inclement weather procedures

• Coordinates event logistics with campus partners and external vendors to ensure timely and successful delivery of services

• Drafts and prepares event-related materials such as invitations, programs, itineraries, remarks, signage, and thank-you correspondence

• Coordinates with Marketing and Communications to promote events and ensure alignment with University and College branding standards

• Maintains and updates centralized event calendars and event planning documentation for the Dean's Office.

• Travels to private and commercial locations to execute events

Advancement, Alumni, and Stakeholder Engagement

• Develop customized campus tours and experiences for VIPs (major donors, public officials, partners)

• Oversee community and philanthropic sponsorship requests and benefits fulfillment; maintain a master calendar to prevent conflicts and maximize visibility

• Recognition & Naming Support: Coordinate recognition and naming deliverables (e.g., plaques, signage, space/building markers, digital recognition, web features) and inventory of recognition assets for donor recognition in alignment with Texas A&M standards and College brand guidelines

Data, Budgeting, and Administrative Support

• Tracks event-related budgets, invoices, payments, and financial documentation in accordance with TAMU financial policies

• Maintains guest lists, attendance records, and post-event follow-up documentation to support stewardship and reporting efforts

• Manages space reservations, standard operating procedures, and historical event records for continuity and assessment

• Prepares correspondence, reports, purchase orders, contracts, and operational documentation related to events and engagement activities

• May provide administrative services to the Dean's Office as it related to event services and engagement initiatives

Operations, Staffing, and Vendor Coordination

• Recruits, schedules, trains, and provides guidance to student assistants and/or volunteers supporting event operations

• Coordinates with vendors, service providers, and campus units to ensure seamless execution of event logistics

• Oversees basic event equipment inventory and coordinates usage and maintenance as needed

• Exercises sound judgment to resolve routine logistical issues and minimize risk

• Travel and assist with conferences and other staffing at promotional booths or events as needed, across the state or country

• Other duties as assigned

Qualifications:

Required Education and Experience

• Bachelor's degree in applicable field or equivalent combination of education and experience

• Two (2) years of related experience in event planning and marketing including related supervisory experience

Preferred Qualifications:

• A Class “C” vehicle operator’s license or ability to obtain within 30 days of employment.

• Experience working with a higher-education setting

• Experience with event planning and activation

• Strong organizational and time management skills with the ability to manage multiple priorities

• Effective verbal and written communication skills, including drafting professional correspondence and event materials

Knowledge, Skills, and Abilities:

• Ability to work cooperatively with faculty, staff, students, alumni, donors, and external partners

• Knowledge of word processing and spreadsheet applications; ability to maintain accurate records and documentation

• Strong customer service orientation and attention to detail

• Ability to handle confidential and sensitive information with discretion

• Dependable, adaptable, and responsive in a deadline-driven, event-focused environment

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.