Events Coordinator II - CIR Lead

College Station, TX, USA|Onsite

Job Overview

Compensation

Hourly

Range $18.50 - $26.50

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Tuition Reimbursement Program

Relocation assistance

wellness programs

Job Description

The Texas A&M Transportation Institute (TTI) is a renowned 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 been at the forefront of addressing complex transportation challenges with innovation, objectivity, and unmatched technical expertise. The institute is deeply committed to delivering excellence, value, and thought leadership, enabling its research sponsors to achieve their strategic goals effectively and efficiently. TTI’s mission is centered on delivering practical, innovative, and sustainable solutions that improve the movement of people, data, and goods through cutting-edge research, education, and technology transfer. The vision of the Institute is to lead in the creation of knowledge that transforms transportation for the benefit of society. TTI cultivates an entrepreneurial culture and maintains exclusive affiliations with Texas A&M University students and faculty, offering its staff opportunities to collaborate with nationally recognized experts and contribute to training the next generation of transportation professionals.

The Events Coordinator II - CIR Lead position within TTI’s Event Management & Planning department is a vital role responsible for coordinating meetings, conferences, and special events primarily for the Center for Infrastructure Renewal (CIR), as well as external organizations utilizing TTI facilities. This staff position, based in Bryan, Texas, offers a hybrid work environment with the initial 30 days of employment requiring presence at the TTI Bryan location, followed by potential flexible remote work options subject to agency approval. The salary for this role is commensurate with the candidate's qualifications and experience.

This role demands an individual who thrives in managing multiple scheduling requests and event logistics, serving as the primary point of contact for CIR meeting and event clients, and seamlessly orchestrating the coordination between various stakeholders including clients, TTI Facilities, TEES IT, vendors, and internal staff to ensure successful event execution. The coordinator will develop event timelines, room layouts, and planning documents, provide onsite support during events, and handle technical challenges related to meeting technologies. Additionally, they will support financial administration, from preparing estimates and tracking expenses to facilitating billing processes. The role also involves assisting in planning broader TTI events such as conferences, workshops, and meetings, along with managing registration platforms, participant communications, and post-event activities.

This position appeals to candidates with at least a Bachelor’s degree or equivalent experience and a minimum of two years in event coordination or related fields such as hospitality, tourism, or facility management. The ideal candidate will possess strong communication skills, excellent customer service, and organizational abilities, and be proficient in word processing, spreadsheet, and calendar management tools such as Microsoft Outlook. Flexibility to work occasional early mornings, evenings, or weekends is required to accommodate event schedules. Preferred skills include proficiency in event management software like Cvent and virtual meeting platforms such as Microsoft Teams and Zoom.

TTI offers employees an excellent work environment characterized by premier office and research facilities, accredited laboratories and safety proving grounds, flexible work hours, family-friendly policies, leadership development, wellness programs, and relocation and tuition reimbursement benefits if eligible. Employees also benefit from several health coverage options offered through The Texas A&M University System.

Job Requirements

Bachelor's degree or equivalent combination of education and experience
2 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
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
2 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