Events Coordinator - Civil and Environmental Engineering

Duties & Responsibilities

• Conference and Event Management:
  • Manage the annual Railroad Environmental Conference including :
  ◦ reviewing research abstract submissions from conference presenters and coordinating committee review
  ◦ developing logistics for conference technical program and industry exhibitor sessions
  ◦ overseeing online registrations for exhibitors and supporters
  ◦ drafting conference programs
  ◦ coordinating conference registrations
  ◦ securing meeting space and catering.
  • Oversee and plan the biannual International Crosstie and Fastening System Symposium and the annual Railroad Engineering Short Course.
  • Assist with the William W. Hay Railroad Engineering Seminar including developing marketing materials and managing the remote attendees during the live seminars.
  • Effectively communicate with various stakeholders involved with the conference including faculty, external planning committee members, exhibitors, sponsors, attendees, and vendors.
  • Manage hotel blocks for conferences with hotel representatives and attendees.
  • Design and implement the mobile conference app content through Cvent platform.
  • Ensure successful execution of conferences including attendee management, catering oversight, and venue and technical setup with all applicable vendors.
  • Organize sponsored project events, e.g. Annual Meetings, etc.
• Business Operations:
  • Assists with travel and purchase requests related to research and education activities for RailTEC faculty, staff, students, and researchers.
  • Creates agendas and notes from RailTEC and NURail CoE meetings.
  • Assists with communications and reporting for federal and state agencies, other sponsors, and industry and academic partners.
  • Enter RailTEC graduate and undergraduate funding appointments into the portal.
  • Serve as a point of contact for RailTEC faculty, staff, students, and researchers.
• Marketing and Communications: • Create RailTEC promotional activities including the production, editing, graphic design, layout, and distribution of print and digital materials. • Assist with the maintenance of RailTEC and NURail CoE websites.
• Other: • Assume additional related duties to further the mission of RailTEC.