Events Coordinator II - CIR Lead

College Station, TX, USA|Onsite

Job Overview

Compensation

Hourly

Range $18.50 - $26.50

Benefits

Health Insurance

Dental Insurance

Vision Insurance

Retirement Plan

Paid Time Off

Tuition Reimbursement

Relocation assistance

Job Description

The Texas A&M Transportation Institute (TTI) is an esteemed agency of the State of Texas and a proud member of The Texas A&M University System. With a rich history spanning 75 years, TTI has continuously tackled complex transportation challenges and opportunities with a pioneering spirit, unwavering objectivity, and unmatched technical expertise. This institute is widely recognized for delivering excellence, value, and thought leadership to ensure that its research sponsors meet and exceed their goals. As a research-driven organization, TTI is dedicated to advancing transportation knowledge through innovative and sustainable solutions that improve the movement of people, data, and goods. As part of its mission, TTI also emphasizes the importance of education and technology transfer, fostering a deep connection with Texas A&M students and faculty, and the broader transportation community. The work environment at TTI reflects an entrepreneurial culture, offering premier office and research facilities, accredited laboratories, and a safety proving ground. Employees benefit from outstanding research support services, a hybrid work environment that offers telecommuting options, flexible work hours, family-friendly policies, and programs focused on leadership development and wellness. With a commitment to fostering a high-retention workforce, TTI supports its staff through data allowances, home office equipment reimbursements, relocation assistance (if eligible), and tuition reimbursement programs. The agency's benefits extend to various health coverage options for employees and their families, ensuring comprehensive support for its community.

The role of Events Coordinator II - CIR Lead at TTI is an essential position within the Event Management & Planning department, based in Bryan, Texas. This full-time staff role offers a competitive salary commensurate with experience and qualifications. The primary responsibility of this position is to coordinate meetings, conferences, and special events for the Texas A&M Transportation Institute, the Center for Infrastructure Renewal (CIR), and external organizations utilizing TTI's facilities. As the CIR Lead, the Events Coordinator II serves as the primary point of contact for CIR meeting and event operations, ensuring seamless event delivery and exceptional customer service. In this capacity, the coordinator manages meeting space reservations, supports event logistics, and serves as the liaison among clients, vendors, and various internal stakeholders, including TTI Facilities and TEES IT. The successful candidate will develop and maintain event plans, room layouts, and schedules, while providing critical onsite support during events. This role also includes troubleshooting event technology issues and collaborating with various departments to streamline processes and support financial administration. Additionally, the coordinator contributes to the broader Event Management & Planning team by assisting with the planning and execution of conferences, workshops, and meetings. This includes managing event registrations, participant communications, and post-event activities such as reporting and financial reconciliation. The position offers the flexibility of a hybrid work arrangement post an initial 30-day onsite period in Bryan, facilitating a balance between in-office collaboration and remote work. The ideal candidate will demonstrate strong organizational skills, excellent communication abilities, proficiency with event management software, and a commitment to delivering outstanding event experiences in a fast-paced and dynamic environment.

Job Requirements

Bachelor's degree or equivalent combination of education and experience
Two years of experience in event coordination and/or hospitality, tourism, or facility management
Must be able to work occasionally during early mornings, evenings, and weekends to support meetings and special events and accommodate periods of increased workload

Job Qualifications

Bachelor's degree or equivalent combination of education and experience
Two years of experience in event coordination and/or hospitality, tourism, or facility management
Knowledge of word processing, spreadsheet, and calendar management applications
Strong verbal and written communication skills
Excellent customer service, interpersonal, and organizational skills
Ability to manage and maintain meeting and event calendars using Microsoft Outlook
Ability to coordinate multiple scheduling requests and competing priorities
Ability to multi-task and work cooperatively with others
Ability to present information clearly and concisely
Ability to manage multiple projects in a fast-paced environment
Proficiency in event management software and tools such as Cvent, Accelevents, Microsoft Access, Constant Contact
Proficiency in virtual meeting platforms such as Microsoft Teams, Zoom, Webex, Eshow, Remo
Experience with research contracts and the soft money environment

Job Duties

Serve as the primary point of contact for all CIR meeting and event clients by providing guidance on meeting spaces, room configurations, catering, audiovisual services, technology, parking, and event logistics while ensuring exceptional customer service
Coordinate meeting space reservations, maintain the CIR meeting and event calendar, and manage scheduling requests to maximize facility utilization and minimize scheduling conflicts
Coordinate event logistics between clients, TTI Facilities, TEES IT, vendors, EM&P staff, and other stakeholders to ensure successful event execution
Develop room layouts, event timelines, activity schedules, and planning documents while facilitating coordination meetings as needed to keep all parties informed of upcoming meetings and operational impacts
Provide onsite meeting and event support, including coordinating event support personnel, assisting with room setup and event execution, resolving issues during events, and supporting events occurring outside normal business hours when necessary
Serve as the primary point of escalation for meeting and event technology issues by troubleshooting problems and coordinating with TEES IT and other support personnel to resolve technical challenges
Support financial administration for external and non-affiliated CIR clients by preparing estimates, tracking expenses, coordinating billing processes, and assisting with meeting space policies, operational procedures, and continuous process improvements
Assist with coordinating conferences, meetings, workshops, and special events for TTI and external clients by assisting with venue coordination, vendor management, and registration support
Assist with event registration platforms, attendee databases, participant communications, and event materials, including signage, agendas, name badges, and printed resources
Assist with post-event reporting, financial reconciliation, attendee evaluations, and project closeout activities while maintaining accurate event documentation
Assist the Event Director and Business Coordinator with special projects, departmental initiatives, financial processes, and other duties as assigned