Job Description
Job Title
Events Coordinator
Agency
Texas A&M University
Department
Graduate And Professional School
Proposed Minimum Salary
Commensurate
Job Location
College Station, Texas
Job Type
Staff
Job Description
What We Want
The Graduate and Professional School is seeking a Program Coordinator II – Events who will lead the planning, coordination, and execution of major events and student engagement initiatives. We are looking for a highly organized and detail-oriented individual who will play a key role in enhancing the graduate student experience through signature events such as Graduate Commencement, New Graduate Student Orientation, and the Graduate Awards Ceremony. The successful candidate will be responsible for managing all event logistics, communications, and stakeholder collaboration to ensure smooth and impactful programming. Demonstrated experience with program management systems and CRM platforms is essential to support event planning and execution. If this description sounds like a good fit for your skills and interests, we invite you to apply for this opportunity.
What You Need to Know
Salary Range: $52,000 - $57,000 (Based on selected hire’s qualifications)
Cover Letter & Resume: A cover letter and resume are strongly recommended.
Qualifications
Required Education and Experience
Bachelor’s degree in applicable field or equivalent combination of education and experience
4 years of experience in program coordination, event planning, or student engagement is required, with demonstrated ability to manage events or initiatives from planning through execution
Preferred Qualifications
Master’s degree in higher education administration, student affairs, communications, hospitality management, or a related field.
Five or more years of experience in event planning, student engagement, or program coordination, preferably in a higher education setting.
Experience working with graduate students, faculty, and staff across the university.
Supervisory experience, particularly in managing student employees or volunteers.
Proficiency with event management and CRM systems (e.g., SLATE, Cvent, or similar platforms).
Certified Meeting Professional (CMP) or similar event planning certification.
Experience developing and executing communication strategies for events or programs.
Demonstrated ability to use data and feedback to assess program effectiveness and inform improvements
Degree in higher education administration, student affairs, communications, or hospitality/event management is strongly preferred
Knowledge, Skills, and Abilities
Knowledge of university-level administrative practices, budget management, financial analysis, and reporting.
Understanding of graduate assistantship requirements, human resources processes, and fellowship, scholarship, and grant administration.
Demonstrated leadership, management, and supervisory skills, including the ability to coach, develop, and hold staff accountable.
Strong analytical, problem-solving, strategic planning, and decision-making abilities.
Ability to effectively build relationships, negotiate, resolve conflicts, and collaborate with internal and external stakeholders.
Advanced written, oral, and interpersonal communication skills, including public speaking and professional report writing.
Capacity to exercise sound discretion, manage competing priorities, and make complex decisions independently.
Ability to oversee multiple projects while maintaining high standards of accuracy, timeliness, and compliance.
Skill in interpreting and applying complex policies, regulations, and guidelines.
Professionalism and effectiveness in representing leadership in university and external forums.
Familiarity with Texas A&M University accounting and business services systems and software, including—but not limited to—FAMIS (Financial Accounting Management Information System), AggieBuy, Concur, Workday, Maestro, Laserfiche, Canopy, and SSO (Single Sign-On).
Responsibilities
Event Management/Supervision/Student Engagement
Leads the planning, coordination, and execution of major graduate student events, including Graduate Commencement, New Graduate Student Orientation, and the Graduate Awards Ceremony. D
Develops event concepts, timelines, and run-of-show documents
Manages all logistics such as venue reservations, catering, audiovisual needs, décor, and accommodations
Coordinates with university departments, vendors, and external service providers (e.g., photographers, rentals, transportation)
Serves as the primary point of contact for events, addressing inquiries and resolving issues to ensure successful execution
Oversees event schedules and coordinates entertainment or special activities as needed
Will be required to operate a university golf cart to travel on campus for these duties
Recruits, trains, and supervises student employees or volunteers who support event operations
Assigns tasks, sets schedules, and provides performance feedback to student staff
Program Communications and Outreach
Develops and executes communication plans to promote events and engage stakeholders
Prepares and distributes announcements, invitations, programs, and marketing materials across multiple platforms (email, websites, social media)
Coordinates with the communications team and university partners as needed
Maintains contact lists and uses CRM/event management tools to manage guest lists, invitations, and RSVPs
Ensures timely and accurate communication before, during, and after events
Event Budget and Resource Management
Monitors and manages event budgets to ensure alignment with financial guidelines and strategic priorities
Tracks expenditures, reconciles costs, and provides regular budget updates to leadership
Forecasts event-related needs and allocates resources accordingly to support efficient planning and execution
Coordinates purchasing and vendor payments in compliance with university policies
Maintains accurate financial records and documentation for all events
Collaborates with leadership to evaluate cost-effectiveness and identify opportunities for budget optimization
CRM and Data Strategy
Utilizes CRM systems (e.g., SLATE) and program management tools to support event planning and evaluation
Tracks registrations, attendance, and participant data
Sends communications and reminders through CRM platforms
Compiles post-event data and metrics (e.g., attendance, satisfaction surveys, budget reports)
Generates reports to assess event success and inform future planning
Operational Support
Assists with special projects, administrative tasks, or operational needs during peak periods
Performs other duties as assigned to support the Graduate and Professional School’s mission and goals
Who We Are
Texas A&M University's Graduate and Professional School strives to enhance graduate experiences and development of all students, personally and professionally, foster and facilitate interdisciplinary intercollegiate graduate programs and research activities, as well as provide the highest quality support for services to advance creative scholarship and scientific inquiry. Our vision to achieve recognition as a leader in support of graduate education through innovation, exceptional service and commitment to excellence. For more information, please visit our website: grad.tamu.edu .
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 experience. Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.
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.
Job Tags
Flexible hours,