Campus Events Scheduler

UT Tyler; Arlington (TX); On-site; USD 52,000 - 60,000; Full time

Benefits offered by this job

Benefits package

Benefit eligible

Job summary

The University of Texas at Arlington is seeking a Coordinator for Conference and Reservations Services to support event planning and administration within the University Center Event and Operations Team.

The role includes supervising a small student staff, coordinating with student organizations, and ensuring accurate event data in Mazévo and MavEngage. The position operates weekdays with occasional evenings and travel, offering comprehensive benefits.

Qualifications

• High school diploma and two years of experience coordinating conferences or events.
• Bachelor’s degree in Higher Education, Business Administration, Hospitality Management, or related field preferred.
• Experience supervising or managing staff is a plus.

Responsibilities

• Input data into Mazévo for upcoming meetings and events.
• Coordinate room availability, resources, and respond to stakeholders and guests.
• Lead the Student Reservations Team and mentor student staff.
• Manage event approvals, pricing, and post-event billing coordination.
• Support website updates and communications for campus-wide events.

Skills

Event coordination

Team leadership

Communication

Education

High school diploma

Bachelor's degree (preferred)

Job description

The annual salary for this position ranges from $52,200 to $60,000. The final offer will be commensurate with the candidate's relevant experience and qualifications.

Documents Needed to Apply

Required:

• Resume
• References (minimum of three)

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

• Inputs data into event management software (Mazévo) regarding upcoming meetings and events.
• This includes determining room availability, inputting event resources, and communicating with student organizations, chartered organizations, departments/joint sponsorships, and presidential and distinguished guests.
• Collaborates with the Office of Student Organizations.
• Uses the University’s student involvement portal (MavEngage) to review incoming student event requests.
• Organizes event logistics, including approving event requests, utilizing EventDraw software, ensuring correct resource pricing, and handling issues that arise on the day of the event.
• Responsible for hiring, developing, and supervising the Student Reservations Team, which can include three (3) to five (5) student employees. Instills in students a sense of experiential learning to further their academic experiences at UTA.
• Creates communications to inform the campus community and assembles, administers, and manages the Advance Planning process for the University Center and Commons.
• Manages Mazévo software, including updating organizational information, resources, security permissions for internal and external staff, approvals, and event statuses.
• Performs other duties as assigned.
• Meets with Dining on a weekly basis to ensure both departments are aligned on event catering needs.
• Aids in post-event billing by clarifying charges between the client, Event and Operations Team, and billing specialist.
• Plans and executes Student Staff Appreciation and other internal team-building events.
• Manages daily maintenance and operations for the Student Reservations Team, including office equipment inventory and resource management.
• Assists 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.

Knowledge, Skills & Abilities

• No special knowledge required.
• No special abilities required.

Work Schedule

• Monday through Friday; 8:00am through 5:00pm.
• 10% Travel.
• Requires occasional evening or weekend hours

Working Conditions

• May work around standard office conditions.
  

Benefits Information

Position is benefit eligible: Yes

We are proud to offer a comprehensive benefits package to our employees at the University.

It is the policy of The University of Texas at Arlington to conduct a pre employment background check on any applicant who is under final consideration for employment with the University.

This position may have access to critical infrastructure as defined by Section 113.001(2) of the Texas Business and Commerce Code. If so, to be hired for and continue to be employed in this position you must maintain the security or integrity of the infrastructure as set forth in Texas Executive Order GA 48. By assuming this position, and if you have access to critical infrastructure, you authorize the University to conduct routine background checks.

University Information

The University of Texas at Arlington (UTA) 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. As a comprehensive teaching, research, and public service institution, UTA is dedicated to the advancement of knowledge through scholarship and creative work. With an enrollment of more than 42,000 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 and nationally recognized for its commitment to student success and service. It ranks No. 5 in Military Times' "Best for Vets: Colleges" and is the top university in North Texas for its graduates’ salaries (The Wall Street Journal). UTA is designated as both a Hispanic-Serving Institution and an Asian American and Native American Pacific Islander-Serving Institution and is No. 6 for undergraduate ethnic diversity in the United States (U.S. News & World Report, 2023). With a global alumni network of approximately 280,000 - including leaders at many of the 24 Fortune 500 companies headquartered in North Texas, UTA contributes an estimated $29 billion annually to the Texas economy.

UTA is expanding its regional footprint by building a regional campus, called UTA West, in Parker County on the far west side of Fort Worth. It is scheduled to open in fall 2028. This initiative aligns with the university’s strategic growth and commitment to serving the broader community.

This is an exciting time to join UTA and contribute to its bold vision for the future.

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 [e-mail] .