Conference and Events Coordinator

Job Title

Conference and Events Coordinator

Agency

Texas A&M Engineering Extension Service

Department

Institute for Law Enforcement & Protective Services Excellence

Proposed Minimum Salary

25.22 hourly

Job Location

Bryan, Texas

Job Type

Temporary / Casual Staff (Fixed Term)

Job Description

The Conference and Events Coordinator serves on a team of marketing experts at the Law Enforcement & Protective Services Training Division located at the Texas A&M RELLIS Campus. Supports the division and law enforcement, forensics, explosives, emergency communications, security, and corrections program competencies through communication and marketing efforts. Responsible for coordinating, planning, and executing division conferences / special events and maintaining marketing conference and event assets and associated materials. May receive input and guidance from peer Marketing Coordinators.

This position reports to the Curriculum, Certification, and Marketing Director.

Required Qualifications :

Bachelor's degree from an accredited college or university or an equivalent combination of education and experience. (equivalency : will consider an Associate’s degree with five years of experience in communications and / or marketing or a High School Diploma / GED with seven years of experience in communications, marketing and / or events)

Three years of experience in communications, marketing and / or event management.

Required Licenses / Certifications :

• Must have a valid motor vehicle operator’s license or ability to obtain within 30 days of employment.

Preferred Qualifications :

Three years of experience in multimedia / graphics design and publications.

One year of experience in conference and special events planning, logistics, and coordination.

One year of experience working with, and adhering to, a brand / style guide while displaying creativity and visual communication principles.

One year of demonstrated experience with graphic design software, such as Adobe Creative Suite (Photoshop, Illustrator, InDesign, Premiere Pro), or Canva.

Physical Requirements :

Ability to lift, carry, and load / unload heavy objects with or without accommodation.

Ability to maintain physical conditioning to perform job functions consistent with transporting and setting up conference booths.

Knowledge, Skills, and Abilities :

Highly developed written and oral communication skills.

Ability to provide exceptional customer service and positively and professionally interact with clients , industry professionals, and other personnel.

Ability to plan, prepare, and manage marketing projects.

Ability to multitask and work cooperatively with others.

Ability to stay current with brand / style guide(s) and emerging cultural, style, and design trends.

Ability to work in office and design software programs Microsoft Office, Adobe Acrobat Professional, and Adobe Creative Cloud Suite.

Knowledge of marketing automation platforms.

Equipment :

Standard office equipment : computer, keyboard, mouse, multi-functional printer, telephone, fax, copier, scanner, webcam.

Frequent and extended use of standard office equipment to design / develop marketing / media materials.

Notifications :

This position is security sensitive.

This position may require work beyond normal office hours and / or work on weekends.

This position requires compliance with state and federal laws / codes and Texas A&M University System / TEEX regulations and procedures.

All tasks and job responsibilities must be performed safely without injury to self or others in compliance with System and Agency safety requirements.

Ability to travel independently to other and / or remote locations by driving a personal or TEEX vehicle and / or flying on commercial airlines.

This is a wage position established to accommodate a temporary organizational need. As such, TEEX does not guarantee any set number of hours or length of employment in this role.

Essential Duties, Tasks, and Percentages :

Conferences & Program / Special Events - 60%

Coordinates conference and program / special event preparations for the division , such as graduations, industry conferences, TEEX career events, and / or division-related marketing activities and social events.

Maintains TEEX and industry conference and program / special event compliance according to policies and procedures .

Maintains a conference and program / special event tracking system with timely information and updates.

Completes all registration requirements and order any necessary furnishings for conferences and program / special events.

Conducts periodic assessments and maintain compliance with dates and deliverables to ensure conferences and program / special events are being completed on time and budget.

Supports conference and program / special events to include packaging and shipping promotional materials and marketing equipment as needed.

Ensures all materials and equipment are complete, correct, and functional prior to packing out / shipping as well as properly accounted for when the pack out / shipment returns.

Creates a plan for implementing and promoting conferences and program / special events.

Monitors deliverables and timelines, notify supervisor when issues arise, and take corrective action as appropriate.

Assists with preparation of conference and program / special event budgets.

Travels to conferences and special events when requested.

Marketing Projects - 25%

Organizes, leads, and facilitates development and marketing meetings as necessary.

Captures photographs and / or video footage of special events and classes as requested.

Assists with writing, editing, designing, producing, and proofing brochures, invitations, advertisements, flyers, newsletters, and other deliverables as requested.

Formats and edits deliverables according to brand / style guide specifications .

Prepares documents for professional printing or publication through other means as specified by the marketing leadership.

Remediates electronic documents for 508 accessibility.

Promotes collaboration, partnerships, and relationships among the design team.

Assists in the development and implementation of the division communications plan.

Represents the division on committees and working groups related to marketing activities as assigned.

Marketing Assets - 15%

Assists with the maintenance of all marketing assets, such as booth displays, booth materials, marketing giveaways and swag, literature, etc.

Maintains a proper inventory of marketing giveaway, swag, and literature.

Replenishes / orders items as necessary.

Maintains booth frames and orders replacement parts when necessary to be complete, correct, and functional.

Maintains and safeguards assigned divisional equipment and property.

Other 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.

Equal Opportunity / Affirmative Action / Veterans / Disability Employer.

Salary : $25