Special Events Coordinator

1 week ago

Arlington, United States University of Texas at Arlington Full time
Posting Details Position Information

Posting Number S05894P
Position Title Special Events Coordinator
UTSystem Title Special Events Coordinator
Department University Housing
Location Arlington
Job Family Campus Recreation
Position Status Full-time
Work Hours Standard
Work Schedule Monday through Friday; 8:00am to 5:00pm
Open to External and Internal
Salary Salary is commensurate based on qualifications and relevant experience.
Duration Funding expected to continue
Pay Basis Monthly
Benefits Eligible Yes
Benefits at UTA We are proud to offer a comprehensive benefits package to all our employees at the University.
https://www.uta.edu/hr/employee-benefits

To help you understand the full value of these benefits, we have created a tool that calculates the total worth of your compensation package. This tool takes into account all of the benefits that you are eligible for, including health insurance, retirement plans, and paid time off. To access this tool and learn more about the total value of your benefits, please click on the following link:
https://resources.uta.edu/hr/services/records/compensation-tools.php
University Information The University of Texas at Arlington is located in the heart of the Dallas-Fort Worth-Arlington metroplex, a vibrant and diverse metropolitan area that is home to over 7 million people, one of the fastest-growing tech economies in the United States, and a wide array of arts, entertainment, and cultural activities. UTA is a comprehensive teaching, research, and public service institution dedicated to the advancement of knowledge through scholarship and creative work. The University is committed to providing access and ensuring student success, and to a culture of innovation, entrepreneurship, and commercialization of discoveries by our community of scholars. With an enrollment of more than 40,000 students, UTA is the second largest in the University of Texas System. As a result of its combination of rigorous academics and innovative research, UTA is designated as a Carnegie R-1 “Very High Research Activity” institution. UTA ranks No. 4 nationally in Military Times’ annual “Best for Vets: Colleges” list and is among the top 30 performers nationwide for promoting social mobility of its graduates (U.S. News & World Report, 2023). UTA is designated by the U.S. Department of Education as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI), and it has one of the top 5 most ethnically diverse undergraduate student bodies in the United States (U.S. News & World Report, 2023). Its approximately 270,000 alumni, including some who occupy leadership positions at many of the 24 Fortune 500 companies headquartered in North Texas, contribute to UTA’s $22.2 billion annual economic impact on Texas.

Furthermore, UTA is poised to experience widespread growth in the near future. The university recently launched the first phase of its RISE 100 initiative aimed at recruiting 100 new tenure-system faculty to amplify research standing and position UTA as a leader in key scholarly areas; more details are available at https://www.uta.edu/administration/president/strategic-plan/rise100. The successful candidate for this position will have the opportunity to join UTA during an exciting period of growth and contribute as the university broadens its impact.
Job Summary The Special Events Coordinator position supports Guest Services and the Assistant Director, managing student workers and providing logistical and administrative support for summer conferences and guest apartment housing. This position requires independent judgment on critical matters, ensuring effective customer service coordination within the Guest Services office and University Center.
Essential Duties and Responsibilities Office Management:
  • Oversees daily operations for Conference & Guest Services & Guest Apartments, ensuring all administrative and technical processes are followed.
  • Provides administrative support to the Assistant Director and University Center Operations, ensuring smooth office functioning.
  • Recommends and execute process improvements based on operational insights and guest feedback.
  • Manages record-keeping systems, including document filing, scheduling meetings, and maintaining accurate databases.
  • Coordinates office logistics such as assigning keys, managing inventory, and overseeing office supply orders for Summer Camps and the Guest Apartments, assist with contracting and invoicing.
  • Directs on-campus guest apartment operations, including handling reservations, billing, maintenance, and housekeeping.


Database Management & Operations:
  • Inputs, updates, and maintains summer camps, conferences, and guest apartment data in IRIS Coordinator.
  • Ensures data integrity across databases, creating and organizing records for different conference groups.
  • Collaborates with the Office of Information Technology (OIT) and Seattle Technology Group/Starez to integrate new buildings and rooms into databases.
  • Supports registration process management by developing forms, managing housing agreements, and preparing addendums.
  • Generates billing information for various conferences and groups, working closely with finance for timely invoicing.
  • Manages logistical aspects of summer conference operations, including staff hiring, training, and scheduling.

Marketing & Communications:
  • Designs and disseminates marketing materials (e.g., brochures, flyers, forms) for events and programs.
  • Supports branding and outreach initiatives by aligning marketing strategies with the Guest Services’ goals.
  • Collaborates with internal stakeholders to update and maintain the Guest Services and University Center websites, IRIS online Registration forms, and Touchnet/Marketplace.
  • Assists in gathering data for marketing research projects to enhance communications and outreach strategies.
  • Coordinates with vendors and other departments to create compliant, engaging marketing materials.
  • Manages internal and external communications, responding to inquiries from conference sponsors and guests.

Special Projects:
  • Conducts project requirement assessments to ensure alignment with departmental goals and objectives.
  • Manages budgets for special projects, tracking expenditures and forecasting budget needs.
  • Works with internal teams to coordinate orientation housing and specialized housing requests.
  • Prepares reports and project summaries to evaluate project success and propose improvements.
  • Oversees access card management for summer programs, ensuring effective access control and inventory management.
  • Supports event planning and coordination for signature events, including logistics, setup, and staffing needs.

Supervision:
  • Hires, trains, and supervises student staff, providing clear guidelines on expectations and responsibilities.
  • Conducts performance evaluations for student workers, offering feedback and coaching as needed.
  • Approves timesheets, tracks attendance, and enforces compliance with departmental policies.
  • Collaborates with HR and administrative staff to update and refine position descriptions.
  • Ensures student staff complete all necessary training and comply with workplace regulations.
  • Implements customer service training sessions to enhance team engagement and service delivery.

Other Duties:
  • Participates in training sessions, meetings, and workshops to promote multiculturalism and diversity within the team.

Minimum Qualifications
  • Bachelor’s degree in business, hospitality management, or a related field.
  • One (1) year of experience coordinating conferences and/or special events.
  • Experience supervising full time and/or student staff.

Preferred Qualifications
  • Master’s degree in business, hospitality management, or a related field.
  • Three (3) or more years of professional experience coordinating and/or booking conferences and/or special events in a university setting working in or with housing department.
  • Comfortable working with a conference database program and providing staff training.

Knowledge, Skills and Abilities
  • Knowledge of university housing and summer conference operations, legislative requirements and industry standards.
  • Skill in the use of personal computers and related software programs.
  • Skill in organizing resources and establishing priorities.
  • Skill in budget preparation and fiscal management.
  • Ability to develop, plan, and implement short- and long-range goals.
  • Ability to supervise and train full time and student staff.
  • Ability to multi-task projects, communicate effectively, both orally and in writing and to work collaboratively with on and off campus partners.
  • Exceptional customer service skills.
  • Professional written and verbal communication skills.
  • Proficient in Microsoft office programs.

Other Requirements
Working Conditions
Special Conditions for Eligibility
CBC Requirement It is the policy of The University of Texas at Arlington to conduct a criminal background check on any applicant who is under final consideration for employment with the University.
EEO Statement It is the policy of The University of Texas at Arlington (UTA or The University) to provide an educational and working environment that provides equal opportunity to all members of the University community. In accordance with federal and state law, the University prohibits unlawful discrimination, including harassment, on the basis of race, color, national origin, religion, age, sex, sexual orientation, pregnancy, disability, genetic information, and/or veteran status. The University also prohibits discrimination on the basis of gender identity, and gender expression. Retaliation against persons who oppose a discriminatory practice, file a charge of discrimination, or testify for, assist in, or participate in an investigative proceeding relating to discrimination is prohibited. Constitutionally-protected expression will not be considered discrimination or harassment under this policy. It is the responsibility of all departments, employees, and students to ensure the University’s compliance with this policy.
ADA Accommodations The University of Texas at Arlington is committed to providing reasonable accommodation to individuals with disabilities. If you require reasonable accommodation in completing this application, interviewing or otherwise participating in the employee selection process, please direct your inquiries to 817-272-5554 or email ADADocs@uta.edu.
Posting Detail Information

Number of Vacancies 1
Open Until Filled
Minimum Number of References Required 3
Maximum Number of References Accepted 3
Special Instructions to Applicants Applicants must include in their online resume the following information: 1) Employment history: name of company, period employed (from month/year to month/year), job title, summary of job duties and 2) Education: school name, degree type, and major.
Requirement Questions

Required fields are indicated with an asterisk (*).

  • * What is the highest level of education attained?
    • GED
    • High School Diploma
    • Associate's Degree
    • Bachelor's Degree
    • Master's Degree
    • PhD or equivalent
  • * How many years of related experience do you have?
    • None/less than 1 year
    • 1 to 2 years
    • 3 to 4 years
    • 5 years or more
  • * How many years of supervisory experience do you have?
    • None/less than 2 years
    • 3 to 4 years
    • 4 to 5 years
    • 6 or more years
  • * How many years of experience do you have working in an academic environment?
    • None/less than 2 years
    • 2 to 3 years
    • 4 to 5 years
    • 6 years or more
Documents Needed To Apply Required Documents
  • Resume or CV
  • Cover/Interest Letter
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