Campus Events Scheduler

Purpose of Position

The Coordinator will work alongside the Manager for Conference and Reservations Services to book events and provide administrative support for the University Center Event and Operations Team. Primary responsibilities include event planning for student organizations and some departments, as well as managing student staff for the Campus Information Center and Commons Info Desk.

Essential Functions

• Input data into event management software (Mazévo) regarding upcoming meetings and events, including determining room availability, inputting event resources, and communicating with student organizations, chartered organizations, departments/joint sponsorships, and presidential and distinguished guests.
• Collaborate with the Office of Student Organizations and use the University’s student involvement portal (MavEngage) to review incoming student event requests.
• Organize event logistics, including approving event requests, utilizing EventDraw software, ensuring correct resource pricing, and handling issues that arise on the day of the event.
• Hire, develop, and supervise the Student Reservations Team (three to five student employees), instilling a sense of experiential learning to further their academic experiences at UTA.
• Create communications to inform the campus community and assemble, administer, and manage the Advance Planning process for the University Center and Commons.
• Manage Mazévo software, including updating organizational information, resources, security permissions for internal and external staff, approvals, and event statuses.
• Perform other duties as assigned.
• Meet with Dining on a weekly basis to ensure both departments are aligned on event catering needs.
• Aid in post‑event billing by clarifying charges between the client, Event and Operations Team, and billing specialist.
• Plan and execute Student Staff Appreciation and other internal team‑building events.
• Manage daily maintenance and operations for the Student Reservations Team, including office equipment inventory and resource management.
• Assist with website updates, including updating building hours, making special announcements, and updating project deadlines.

Required Qualifications

• High school diploma and two (2) years of experience coordinating conferences and/or special events, or an equivalent combination of education and experience.

Preferred Qualifications

• Bachelor’s degree in Higher Education, Business Administration, Hospitality Management, or a related field.
• Strong management skills and attention to detail in event logistics and execution.
• Experience as a supervisor or manager.
• Ability to work collaboratively within a team and adapt to dynamic event environments.
• Must be eager, creative, and work well with the undergraduate population.
• An equivalent combination of education and experience will be considered.

Work Schedule

Monday through Friday; 8:00 am – 5:00 pm. Includes 10% travel and occasional evening or weekend hours.

Benefits

Position is benefit eligible. The University offers a comprehensive benefits package to employees. More information: University Employee Benefits.