Special Events Coordinator

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 Coordinator to plan and execute campus visit programs, recruitment events, and Welcome Center operations. You will coordinate tours, manage logistics, and collaborate with Admissions and academic units to enhance visitor engagement and enrollment outcomes.

You will oversee student workers, use Slate CRM and other tools to measure performance, and ensure excellent experiences for prospective students and families visiting the campus.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• Experience in event planning, customer service, or hospitality in higher education preferred.
• Experience with CRM systems is desirable.

Responsibilities

• Coordinates, plans, and executes campus tours and recruitment events for prospective students and stakeholders.
• Manages event logistics including scheduling, space reservations, agendas, and staffing.
• Supports training and supervision of student workers and Welcome Center staff.
• Maintains and leverages data to assess tours and events and improve visitor experiences.

Skills

Event planning

Customer service

Hospitality

CRM familiarity

Public speaking

Data tracking

Education

Bachelor's degree

Related field experience

Tools

Slate CRM

Guidebook

Concept3D

Job description

Purpose of Position

Provides planning, coordination, and execution of campus visit programs, recruitment events, and Welcome Center operations designed to support student recruitment and enrollment goals. This position ensures an exceptional visitor experience for prospective students, families, schools, community organizations, and university stakeholders. The role coordinates campus tours, recruitment events, and visitor engagement initiatives while assisting with the training and development of student employees. In collaboration with Admissions, Enrollment Management, academic departments, and community partners, the position supports recruitment efforts and campus engagement activities. The Coordinator utilizes data, technology platforms, program assessment, and resource management practices to enhance operations, improve visitor experiences, and support institutional enrollment objectives.

Essential Functions

• Coordinates, plans, and executes campus tours and recruitment events for prospective students, schools, community groups, VIP guests, and other stakeholders.
• Manages event logistics, including scheduling, space reservations, agendas, presentations, staffing, and communications.
• Assists in planning and executing large-scale recruitment and outreach programs, including school district-wide campus visit events.
• Supports daily operations of the Dan Dipert University Welcome Center and oversees campus tour schedules, visitor experiences, operational resources, facilities coordination, and tour-related technologies.
• Ensures the smooth and efficient delivery of campus visit programs while providing high-quality visitor experiences that enhance prospective student engagement and conversion.
• Collaborates with Admissions, Enrollment Management, and university departments to support recruitment objectives and enrollment goals.
• Serves as a liaison between the Welcome Center, Admissions, academic departments, university leadership, school districts, and community partners.
• Builds and maintains effective working relationships to support campus visit programming and special events.
• Collects and tracks data related to tours, events, and visitor programs to support assessment efforts.
• Maintains records, reports, budgets, and program databases while implementing improvements based on participant feedback and operational data.
• Administers and maintains recruitment and visitor engagement platforms, including Slate CRM, Guidebook, Concept3D, and digital signage systems.
• Utilizes data and technology tools to support event management, communications, and visitor experiences.
• Maintains knowledge of campus visit industry standards and best practices while ensuring consistency with university branding through collaboration with Enrollment Management Marketing and product vendors.
• Performs other duties as assigned.

Required Qualifications

• Bachelor’s degree and a minimum of one (1) year of experience in event planning, customer service, hospitality, event coordination, communications, or a related field; or five (5) years of an equivalent combination of education and experience.

Preferred Qualifications

• Three (3) years of experience planning, coordinating, and implementing events and/or campus visits in a higher education setting.
• Experience in college admissions, enrollment management, academic affairs, or student affairs.
• Experience advising student groups and/or supervising staff or student workers.
• Experience with Customer Relationship Management (CRM) technology.

Knowledge, Skills & Abilities

• Customer service and hospitality skills.
• Knowledge of student leadership development.
• Communication and public speaking skills in front of small and large groups.
• Relationship management and collaboration skills.
• Organizational and operational management skills.
• Proficiency in Microsoft Office Suite, technology, and CRM systems.
• Problem-solving and independent decision-making skills.
• Time management and work prioritization skills to meet deadlines.
• Broad knowledge of college admissions, recruitment, communications, and university policies and processes.

Work Schedule

• Monday through Friday; 8:00am through 5:00pm

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