Athletics Special Events Coordinator

Texas A&M Athletics department is committed to building champions through academic achievement, athletic excellence, and national recognition of student-athletes, teams, and programs. We are a proud member of the Southeastern Conference, with more than 650 Texas A&M student-athletes competing at the NCAA Division 1-A level in 20 varsity sports.

About the Role

The Event Coordinator supports the planning and execution of athletics events by working with clients, vendors, and facility staff from initial inquiry through post-event follow-up. This role serves as a liaison for event bookings, managing logistics such as setup, scheduling, catering, parking, and safety.

Ability to work flexible hours (nights, weekends, and holidays) as required to complete assigned duties.

Responsibilities

• Events:
  • Assists the director with event-related items.
  • Meets with clients to gather information to prepare layouts, estimates, and event agreements.
  • Liaises clients with 3rd party vendors (caterer, parking, ushers, security, fire & life safety, business office, etc.).
  • Coordinates with facility staff for space setup needs.
  • On-site for all hosted events.
  • Posts event work to include soliciting event evaluations from clients and invoicing.
  • Assists in recruiting, training, and scheduling event staff.
  • Meets with prospective clients to facilitate tours.
  • Assists assigned sports teams with event requests.
  • Assists department staff in scheduling meeting rooms and times.
• Event Liaison:
  • First point of contact for all clients interested in booking an event.
  • Serves as administrative liaison to clients and Athletics Facilities staff, Levy, SSC staff, Transportation Services, UPD, and other campus partners concerning all pre-event aspects including information on availability, room set-up/arena configuration, catering, alcohol, parking, and security.
  • Schedules for all outside vendors.
• Administration:
  • Conducts site visits, virtual and in-person meetings with clients, and provides clients with cost estimates and event agreements.
  • Coordinates post-event aspects for clients including client surveys, invoicing, and clean-up.
• Training:
  • Trains and supervises part-time wage employees: student workers, tour guides, and other seasonal staff.
  • Develops programs to recruit students as part-time employees.
• Compliance:
  • Complies with all industry safety and best practice standards for the execution of hosted events.
  • Ensures compliance with all safety regulations by coordinating with local Fire, Police, and Public Safety departments prior to events.
  • Maintains continual and thorough familiarity with all applicable NCAA, Conference, and University rules and regulations.
  • Establishes and ensures communication and enforcement of rules and regulations concerning student-athletes: conduct, appearance, punctuality, and other areas as deemed appropriate.
  • Assures and maintains the integrity of the Athletics Department and Texas A&M University in all forms of communication and personal contacts.

Requirements

• Required Education & Experience: Bachelor’s Degree or equivalent combination of education and experience. Two years of related experience in event planning and marketing including related supervisory experience.
• Preferred Qualifications: Two years of related experience in event planning, coordination, or operations, preferably in athletics, higher education, or large-scale events environment.

Skills

• Understands the live event industry as it relates to production and operation of sports/entertainment venues.
• Ability to process, organize, and disseminate large amounts of detailed information.
• Skills required include organization, customer service, planning, and detailed analysis of event requirements.
• Ability to multi-task and work cooperatively with others.
• Strong organizational skills.
• Effective verbal and written communication skills.

Benefits

• Medical, prescription drug, dental, vision, life, and AD&D insurance with Texas A&M contributing to employee health and basic life premiums.
• 12-15 days of annual paid holidays.
• Up to eight hours of paid sick leave and at least eight hours of paid vacation each month.
• Automatic enrollment in the Teacher Retirement System of Texas.
• Health and Wellness: Free exercise programs and release time.
• Professional Development: All employees have access to free LinkedIn Learning training, webinars, and limited financial support to attend conferences, workshops, and more.
• Educational release time and tuition assistance for completing a degree while a Texas A&M employee.
• Living Well: A program at Texas A&M built by employees, for employees.