INSTITUTIONAL EVENTS COORDINATOR

Texas Southern University; Houston, Northern (TX, KY); Hybrid; USD 60,000 - 71,000; Full time

Job summary

Texas Southern University is seeking an Institutional Events Coordinator to plan, coordinate, and execute campus-wide events, managing logistics for presidential programs, ceremonies, and student-centered activities. You will build relationships with internal and external partners, ensuring events align with policies and the university's brand and operational standards.

You will lead on-site execution, oversee staffing, coordinate with multiple departments, and handle multiple events with tight

Qualifications

• Bachelor’s degree required in a related field.
• 3–5 years of event coordination experience in higher education, nonprofit, or similar settings.
• Experience supporting executive-level or high-profile university events preferred.
• Proficiency with campus scheduling and event management tools.

Responsibilities

• Assist with event administration and master calendar scheduling.
• Coordinate logistics for campus-wide events including venues, A/V, catering, and accessibility.
• Represent the University in pre-planning meetings to ensure event success.
• Support major and executive events (presidential programs, convocations, commencements).
• Collaborate with Facilities, Campus Police, OIT, Marketing & Communications, and Academic Affairs.

Skills

Campus scheduling software

Project management tools

Event management software

AI platforms

Organizational skills

Written & verbal communication

Professionalism & diplomacy

Multiple event management

Early mornings/evenings flexibility

Occasional travel

Education

Bachelor’s degree in hospitality, communications, public relations, business administration, higher education administration, or related field

Tools

Microsoft Office

Job description

Special Instructions for more details.

Communication Guidelines for Status Updates

To help our team work efficiently and provide timely service to everyone, we kindly ask that candidates refrain from calling the department for routine status updates regarding requests, applications, or ongoing matters.

Our team processes inquiries, we do not hire for them. Only the hiring department hires and reviews candidates in the order they are received.
Frequent status calls may delay response times by reducing the time available to complete pending work.

If additional information or documentation is required, a member of the hiring team will contact you directly.
If you are chosen for the position, you will be notified through the appropriate communication channel.

We appreciate your patience and cooperation as we work to serve all employees fairly and efficiently.

Thank you for your understanding and support.

Title Information

Security Sensitive Position?

Security Sensitive Position? Yes

Hours of Work

Hours of Work 8:00 AM - 5:00 PM M-F

Position Information

Posting Number

Posting Number TSU203644

Official TSU Title INSTITUTIONAL EVENTS COORDINATOR

Grant Title n/a

Job Description Summary / TWC Summary

Under the supervision of the Director of Institutional Events Management, the Institutional Events Coordinator is critical in planning, coordinating, and executing campus-wide institutional events. This position executes various internal and external events for Texas Southern University and manages logistics and operations for various events, including presidential programs, academic ceremonies, student centered activities, campus-wide unit engagements, and external stakeholder events. Developing and maintaining working relationships with internal and external clients to assess and meet service needs following the University policies and procedures, the Institutional Events Coordinator ensures that events are executed with precision, professionalism, and alignment with the university’s strategic brand and operational protocols. The role requires strong project management skills, attention to detail, and handling multiple stakeholders with concurrent time lines.

Event Planning & Coordination

• Assists with coordination of event administration, including scheduling events on the master calendar, researching venue options, coordinating venue walk-throughs, and reporting to administration.
• Assists with the coordination of logistics for campus-wide events, including venue reservations, event setup, audio/visual needs, catering, parking, security, signage, and accessibility accommodations.
• Represents the University at pre-planning event logistics meetings to ensure the success of each event.
• Supports major and executive-level events associated with the Office of the President, including convocations, commencement, donor receptions, inaugural ceremonies, and other institutional priorities.
• Meets with department, student leaders, community partners, and vendors to understand building needs to develop, implement, and execute events across campus facilities.
• Works closely with departments such as Facilities, Campus Police, OIT , Marketing & Communications, and Academic Affairs to ensure seamless execution of institutional events.
• Coordinates with student affairs, alumni relations, and academic units for collaborative programming.

On-Site Event Management

• Serves as on-site lead during event setup, execution, and breakdown.
• Troubleshoots last-minute issues during events to ensure a professional and positive experience for attendees.
• Ensures that all activities comply with University, state, and federal codes, policies, and procedures.

Facilities Management

• Attends events to facilitate operations and ensure all aspects of events are controlled according to plans and provides on-site supervision of event staff.
• Addresses concerns related to custodial, grounds, and maintenance issues during events.
• Conducts regular inspections of building systems and facilities to identify potential issues and report to appropriate team members for corrective action.

General

• Performs other job-related duties as assigned.

% FTE

1.0

Hiring Range

Hiring Range $57,995.53-$70,504.37

Education

Required:
Bachelor’s degree in hospitality, Communications, Public Relations, Business Administration, Higher Education Administration, or a related field.

Required Licensing/Certification

None Required.

Knowledge, Skills, and Abilities

Knowledge of:

• Campus scheduling software, project management tools, event management software, and artificial intelligence (AI) platforms
• Policies, procedures, and practices.
• Several professional disciplines and is the “go-to” expert on principles, methods, and procedures.
• Methods and approaches to handle unique situations.
• Working knowledge of ADA compliance, event safety protocols, and customer service principles.
• Microsoft Office Professional or similar applications.

Skill in:

• Exceptional organizational and project management skills with attention to detail.
• Strong written and verbal communication skills.
• Professionalism and diplomacy when engaging with university stakeholders.

Ability to:

• Manage multiple events simultaneously with competing deadlines.
• Remain calm and flexible under pressure and tight timelines.
• Work early mornings, evenings, and weekends for scheduled events, especially during high-volume seasons.

Work Experience

Required:

• 3–5 years of event coordination experience in higher education, nonprofit, or similarly complex organizational settings.

Preferred:

• Experience supporting executive-level or high-profile university events.

Working/Environmental Conditions

• Flexible schedule with availability for early mornings, evenings, and weekend events, especially during high-volume seasons.
• Frequent walking, lifting medium to heavy objects, and event setup support are expected.
• May involve occasional local travel to off-campus venues.

Position End Date (if temporary)

UA EEO Statement

It is the policy of Texas Southern University to provide a work environment that is free from discrimination for all persons regardless of race, color, religion, sex, age, national origin, individuals with disability, sexual orientation, or protected veteran status in its programs, activities, admissions or employment policies. This policy of equal opportunity is strictly observed in all University employment-related activities such as advertising, recruiting, interviewing, testing, employment training, compensation, promotion, termination, and employment benefits. This policy expressly prohibits harassment and discrimination in employment based on race, color, religion, gender, gender identity, genetic history, national origin, individuals with disability, age, citizenship status, or protected veteran status. This policy shall be adhered to in accordance with the provisions of all applicable federal, state and local laws, including, but not limited to, Title VII of the Civil Rights Act. Manual of Administrative Policies and Procedures

Open Until Filled (overrides close field)

Open Until Filled (overrides close field) Yes

Special Instructions to Applicants

Special Instructions to Applicants Open to all applicants.

Posting Supplemental Questions

Required fields are indicated with an asterisk (*).

• * Do you have a Bachelor’s degree in hospitality, Communications, Public Relations, Business Administration, Higher Education Administration, or a related field?
  • Yes
  • No
• * Do you have 3–5 years of event coordination experience in higher education, nonprofit, or similarly complex organizational settings?
  • Yes
  • No
• * Do you have experience supporting executive-level or high-profile university events?
  • Yes
  • No
• * Do you have experience using Microsoft Office Professional or similar applications?
  • Yes
  • No