Program Coordinator II Residence Life Event and Reservations Coordinator

Job Description

Our Commitment

Who We Are

The Department of Residence Life is housed within the Division of Student Affairs. It is comprised of 60 full-time staff and over 400 total staff members. We offer a fast paced, student centric and academically focused environment where each staff member has the opportunity to make a difference in the lives of residential students. Click to learn more about our department and work.

What We Want

Are you looking for a role within one of largest student-centered units of our university? Consider our Event and Reservations Coordinator position where you will assist the Operations and Events office support the department of Residence Life through reserving, coordinating, and supporting the department of residence life and our guests in event planning and event support. If this is job description sounds interesting to you, we invite you to apply to be considered for this opportunity.

What You Need to Know

Salary : Starting at$60,000 (commensurate on hire's skills and experience).

Cover Letter and Resume : Your cover letter and resume are required.

Qualifications

Required Education and Experience :

Bachelor’s degree or equivalent combination of education and experience

4 years' experience in event management, event planning, or reservations.

Demonstrated experience utilizing and troubleshooting A / V systems.

The successful candidate must have prior experience in working collaboratively with various stakeholders and have demonstrated customer service experience.

Preferred Qualifications

Bachelor’s degree in relevant field such as hospitality, communication, public relations, or business administration.

Master’s degree from an accredited college or university in a relevant field

Supervisory experience

Budget experience

Prior knowledge of EMS would be helpful.

Experience in a higher education environment

Knowledge, Skills, and Abilities :

Ability to effectively communicate both orally and in writing

Ability to positively and professionally interact with clients and staff

Excellent communication and presentation skills

Strong planning and organizational skills with the demonstrated ability to multitask

Must be able to work independently, make decisions and exercise discretion

Knowledge of reservations software and processing reservations

Understanding of the event planning process

Responsibilities

Event booking and management :

Manage the events booking and billing process using EMS (Event Management System).

Maintain an up-to-date schedule for conference rooms, meeting spaces, and multi-purpose rooms.

Coordinate with clients including Registered Student Organizations, Departments, and External Clients to confirm event details, layouts, and technology needs.

Generate and process invoices for event bookings.

Oversee the centralized scheduling of all meeting spaces within the department of residence life.

Resolve scheduling conflicts and ensure optimal use of available spaces.

Guide departments and student organizations on compliance with university policy and procedures

Audio / visual management :

Troubleshoot and resolve issues with A / V systems in meeting spaces.

Oversee project forecasting, planning and execution

Work with A / V vendors to schedule equipment maintenance and upgrades.

Manage the A / V budget to ensure timely maintenance and necessary upgrades.

Event support and management :

Event setup and tear down

Ensure all event spaces managed by the Department of Residence life are clean and functional

Position will require the moving of tables, chairs, and other equipment. Successful candidates must be able to lift 50 pounds.

Backup support for operations coordinators :

Serve as the backup for other program coordinators during their absence.

Communicate with facilities management and residents to schedule maintenance.

Ensure continuity of operations and address any urgent issues in the absence of other coordinators.

Submit and track work orders for SSC maintenance and custodial services for the department

Summer operations support :

Assist with scheduling and inspections during summer operations.

Oversee the preparation and coordination of building usage for summer operations, including room preparations and conference linen oversight.

Coordinate with various offices within the department to ensure smooth summer operations.

Address any issues that arise during summer events and operations.

Supervision of student employees :

Supervise student employees responsible for preparing event spaces.

Train and mentor student employees on event setup and breakdown procedures.

Ensure event spaces are prepared according to client specifications.

Facilitate staff meetings with events student workers.

Approve student worker hours and manage their schedules.

Inventory Management :

Track and manage department inventory, including A / V equipment and other resources.

Conduct regular inventory audits to ensure accuracy.

Manage inventory in storage locations on campus and at the off-campus warehouse.

Coordinate the movement of assets to TAMU Surplus and maintain accurate inventory records.

Update the fixed-charge billing list regularly to reflect current inventory and pricing.

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.

with Texas A&M contributing to employee health and basic life premiums

of annual paid holidays

Up to and at least each month

Automatically enrollment in the

Health and Wellness :

Professional Development : All employees have access to free training, webinars, and limited financial support to attend conferences, workshops, and more

forcompleting a degree while a Texas A&M employee

a program at Texas A&M that has been built by employees, for employees

Salary : $60,000