Campus Events Scheduler

The University of Texas at Arlington; Arlington (TX); On-site; USD 42,000 - 62,000; Full time

Job summary

The University of Texas at Arlington is seeking a dedicated Coordinator to support Conference and Reservations Services. You will assist in booking events for student organizations and departments, manage the Campus Information Center, and coordinate with Dining on catering needs.

You will supervise the Student Reservations Team, oversee Mazévo and other scheduling tools, and help ensure accurate billing and timely communications campus-wide.

Qualifications

• High school diploma and 2 years of experience coordinating conferences and/or events.
• Experience supervising student staff is preferred.
• Ability to work with multiple scheduling and event-management tools.

Responsibilities

• Book events and provide administrative support for the University Center Event and Operations Team.
• Manage the Student Reservations Team (3–5 student employees) and develop experiential learning opportunities.
• Input data into Mazévo and review room availability, resources, and pricing.
• Communicate with student organizations, departments, and sponsors about events.
• Assist with post-event billing and catering coordination and campus communications.
• Update event-related websites and deadlines as needed.

Skills

Event management

Staff supervision

Communication

Education

Bachelor's degree in Higher Education, Business Administration, Hospitality Management, or related field

Tools

Mazévo

MavEngage

EventDraw

Job description

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 skills required.
• No special abilities required.

Work Schedule

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

Benefits Information

Position is benefit eligible: Yes

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

https://www.uta.edu/hr/employee-benefits