Commencement Ops Associate

Texas State University; San Marcos (TX); Hybrid; USD 47,000 - 54,000; Full time

Benefits offered by this job

Health insurance

Time off

Wellness program

Tuition benefits

Retirement plan

Job summary

Texas State University seeks a Commencement Operations Associate to provide essential operational and logistical support for 17+ annual commencements. You’ll own budget transactions, correspondence, social media content, and supervise student staff.

The role reports to the Commencement Coordinator and requires strong organizational and communication skills, with experience in event planning and budgeting.

Qualifications

• Bachelor’s degree or 4+ years of experience in event planning or project management.
• Experience planning large events or projects.
• Ability to set timelines and prioritize within a team.
• Ability to collaborate effectively and motivate output.

Responsibilities

• Independently manage commencement task calendars, timelines, procedures, and deadlines.
• Maintain commencement communication tools including webpages, TDX, email, mobile app, Bobcat Org Hub.
• Own social media accounts and content production for commencement per approved plan.
• Serve as primary contact for graduates and guests regarding ceremonies, policies, and protocols.
• Recruit, train, and supervise the commencement staff and student workers.

Skills

Budget management

Social media strategy

Policy/compliance

Communication

Project management

Education

Bachelor’s degree or 4+ years experience in event planning or project management

Tools

Microsoft Office Suite

Ellucian Banner 9

TDX

Bobcat Org Hub

Web content management

Job description

Job Opportunities at Texas State University

Knowledge of: Functions and operations of the areas of responsibility. Applicable university, department, and unit policies and procedures. Applicable state and federal laws, rules, and regulations. Texas Success Initiative Standards and requirements. Enterprise resource planning software such as SAP, Oracle, or similar. Student information systems such as Ellucian Banner 9 or similar. Budget management and purchasing/procurement processes. Social media platforms and content strategy.

Skill in: Multitasking and prioritizing workload. Close and accurate attention to detail. Establishing rapport with others. Negotiation techniques and conflict resolution. Problem-solving and decision-making. Organization, planning, and time management.

Ability to: Work independently under moderate to little supervision on varied and potentially complex tasks and assignments. Maintain a high level of professionalism in presentations and communications with executive management, faculty, staff, and students. Read, interpret, understand, explain, and apply technical information, task-related documentation, laws, rules, policies, and procedures. Prepare clear, concise, and grammatically correct documentation. Independently manage budget transactions and direct social media content and production.

Supervise and provide guidance to others. Use a personal computer and Microsoft Office Suite, as well as other applicable software. Perform basic to intermediate mathematical calculations.

Preferred Qualifications

• Bachelor’s degree or 4+ years of experience in event planning or project management.


• Demonstrated experience planning a large event or project.


• Demonstrated ability to set project timelines and prioritize effectively within a team environment.


• Demonstrated ability to effectively work collaboratively with others and motivate output.

Job Description

The Commencement Operations Associate works closely with and reports to the Commencement Coordinator, providing essential operational and logistical support for 17+ annual commencement ceremonies at Texas State University, with independent ownership of commencement budget transactions, correspondence, social media accounts and content production, and supervision of student and volunteer staff.

Job Duties

• Independently manage commencement task calendars, timelines, procedures, and deadlines


• Maintain commencement communication tools including webpages, TDX , email, mobile app, Bobcat Org Hub


• Own the commencement social media accounts and content production, directing the Social Media student worker/assistant in developing, scheduling, and posting all commencement‑related content according to the approved social media plan.


• Serve as primary contact for graduates and guests; answer questions regarding the commencement ceremonies, policies, and protocols


• Recruit, train, and supervise the commencement student worker team; plan team‑building and training activities; monitor team performance and activity


• Recruit, train, and directly supervise the full commencement student staff, including two Commencement student workers and a Social Media student worker/assistant in the OCAP office year‑round and a 12–14‑member ceremony‑day team each semester; monitor team performance and activity on commencement days, including coordination with the President’s event team and the Gold Star Society


• Review, edit, and serve as the final reviewer for all commencement correspondence, including presidential and provost invitations and notices, before release.


• Independently manage commencement inventory, including supplies and signage


• Manage and monitor the commencement operations budget at the transaction level, including processing of purchase orders and invoices


• Assist with facilitation of Commencement Team/subgroup and Executive Commencement Committee operations and meetings


• Organize other commencement‑related events such as Grad Fest, hooding ceremonies, training, and workshops


• Prepare and manage spreadsheets including commencement protocol benchmarking and research


• Assist in preparing various activities and events

Additional Information to Applicants

Knowledge of: Functions and operations of the areas of responsibility. Applicable university, department, and unit policies and procedures. Applicable state and federal laws, rules, and regulations. Texas Success Initiative Standards and requirements. Enterprise resource planning software such as SAP , Oracle, or similar. Student information systems such as Ellucian Banner 9 or similar. Budget management and purchasing/procurement processes. Social media platforms and content strategy.

Skill in: Multitasking and prioritizing workload. Close and accurate attention to detail. Establishing rapport with others. Negotiation techniques and conflict resolution. Problem-solving and decision‑making. Organization, planning, and time management.

Ability to: Work independently under moderate to little supervision on varied and potentially complex tasks and assignments. Maintain a high level of professionalism in presentations and communications with executive management, faculty, staff, and students. Read, interpret, understand, explain, and apply technical information, task‑related documentation, laws, rules, policies, and procedures. Prepare clear, concise, and grammatically correct documentation. Independently manage budget transactions and direct social media content and production.

Supervise and provide guidance to others. Use a personal computer and Microsoft Office Suite, as well as other applicable software. Perform basic to intermediate mathematical calculations.

Monthly Salary $4,467.00 + commensurate with experience

In accordance with federal law, all new employees must complete the Form I‑9 and provide acceptable documentation verifying their identity and authorization to work in the United States. Texas State University participates in E‑Verify, and employment is contingent upon the successful verification of work authorization. Employees are required to maintain valid work authorization to satisfy the conditions of Form I9 at all times during their employment and the university makes no implicit or explicit promises to financially support visa or permanent residency applications.

Legal and Required Notices

Texas State University is committed to a policy of non‑discrimination and equal opportunity for all persons regardless of race, sex, color, religion, national origin or ancestry, age, marital status, disability, veteran status, or any other basis protected by federal or state law in employment, educational programs, and activities and admissions.

Employment with Texas State University is contingent upon the outcome of record checks and verifications including, but not limited to, criminal history, driving records, education records, employment verifications, reference checks, and employment eligibility verifications.

Why Choose Texas State University?

Join the Texas State Bobcat team and experience a career that offers more than just a job—it’s a path to a brighter future. As a Texas State employee, you’ll enjoy:

• Exceptional Benefits: Comprehensive health insurance with 100% premium coverage for employees and 50% for dependents, starting on your first day.


• Generous Time Off: Enjoy vacation, holidays, sick leave, and more to maintain a healthy work‑life balance.


• Wellness and Balance: Access a FREE wellness program, plus mother and family‑friendly resources to support your personal well‑being.


• Professional Growth: Explore a wide range of training, development courses, certifications, and educational support programs.


• Welcoming Campus: Become part of a vibrant Bobcat community with numerous social and professional networks.


• Tuition Benefits: Take advantage of tuition support for yourself and for your dependent children, making higher education more accessible for your family.


• Retirement Security: Secure your future with TRS pension, retirement plans, and voluntary savings options with strong employer contributions.

At Texas State University, you’re not just an employee—you’re a valued member of a thriving and beautiful campus community. Start your journey with us today. https://www.hr.txst.edu/benefits.html

Office of Human Resources