Under the direction of the Office of the President, plans, coordinates and implements University special events for the President and other divisions. The following include, but not limited to, commencements, convocations, galas, luncheons, retreats, speaker series, award ceremonies, groundbreaking events, ribbon cutting ceremonies, etc. Coordinates all logistics for securing venue, catering, floral, decor, entertainment, audio/visual, security, etc. Prepares event budgets and contracts with and manages vendors. Serves as backup on Event Management Software and Room Reservations. Serves as event coordinator for outside parties that rent university property for private events.
Coordinates President's special and sponsored events and series, and may provide lead support for other University events managed principally by other divisions and/or the A&MSA Foundation. Events include graduations, commencements, convocations, galas, luncheons, retreats, speaker series, award ceremonies, groundbreaking events, ribbon-cutting ceremonies, etc.
Organizes Festival de Cascarones, the University's signature Fiesta Finale event.
Serve as event coordinator for external parties that rent university property for non-university events. Will coordinate pricing/billing for costs incurred with special events (i.e. Security, Custodial, etc.) in accordance with procedure 21.09.99. O0.01.
Serves as backup for Event Management Software Systems and Room Reservations (some overlap will occur with Facilities and Office of the Registrar).
Prepares Runs of Show/Agendas for the President and other University officials.
Organizes meetings/events with the University President and other senior leaders.
Represents the University as needed.
Develops processes for tracking and reporting of events for the President, develops event schedules and oversees event administrative responsibilities to include invoice processing, creation of invitations and promotional materials, pre-event tasks, place cards, menu cards, seating, programs, etc.
Prepares post-event reports.
Coordinate with Student Affairs to train student groups or Jaguar Ambassadors to support special events and/or create social media event excitement.
Organize and train volunteers, faculty, and staff as needed to support the execution of events
Responsible for ensuring events are thoroughly planned and necessary University and System protocol actions/requirements are taken observed.
In coordination with the colleagues in the Office of the President, serves as the liaison with the Texas A&M System to request/coordinate the Chancellor and/or Board of Regents to attend events on behalf of Texas A&M University-San Antonio.
Performs other duties as assigned.
This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties may be assigned.
Education and Experience:
Bachelor's degree in applicable field
Five years of related experience in major event organization. Experience with Event Management Software.
Knowledge, Skills and Abilities:
Knowledge of word processing and spreadsheet applications.
Project management and attention to detail, including ability to prioritize multiple assignments and deadlines accurately under pressure; demonstrates strengths in the areas of service and team skills including evidence of ability to work independently and in close conjunction with others; must think strategically; identify issues and come up with reasonable solution(s); and excellent oral and written communications skills.
Ability to multitask and work cooperatively with others. Strong organizational skills. Effective verbal and written communication skills.
Applications are accepted only through the online job portal at:
Internal Number: R-018014
About Texas A&M University - San Antonio
Texas A&M-San Antonio provides affordable higher education opportunities to students from over 30 counties in the surrounding South Texas region, and has graduated over 5,000 students who are career-ready in a variety of in-demand fields such as education, business, information technology and cyber security, criminology and biology.