Special Events Coordinator for Organizational Operations

Excel Campus Activities; Arlington (TX); On-site; USD 10,000 - 60,000; Full time

Job summary

A leading university is seeking a Special Events Coordinator for Organizational Operations to oversee event logistics within the Libraries. This role requires exceptional organizational skills and the ability to collaborate with various stakeholders to ensure successful events. The coordinator will manage logistics, provide support during events, and maintain documentation for workflows. This position offers a full-time schedule with a comprehensive benefits package, emphasizing professional development and community engagement.

Benefits

Comprehensive benefits package

Professional development opportunities

Qualifications

• Bachelor’s degree in business administration or related degree required.
• Four years of equivalent education and experience.

Responsibilities

• Coordinate logistics for events including managing spaces and catering.
• Provide hands-on support during event setup.
• Communicate with event contacts for billing reconciliation.

Skills

Customer Service

Communication

Organizational Skills

Time Management

Education

Bachelor’s degree in business administration

Bachelor’s degree in hospitality management

Tools

Mazevo

Cvent

Microsoft Office

Job description

Posting Details

Position Information

Posting Number S06219P Position Title Special Events Coordinator for Organizational Operations Department Library Location Arlington Job Family Library Position Status Full-time Work Hours Standard Work Schedule

Monday-Friday; 8:00am-5:00pm.

• This position may include non-traditional work hours such as nights, weekends, and holidays depending on the needs of the university community.
• Flexibility is required to ensure the department is appropriately staffed to satisfy all service needs.
• Professional development, conferences, and training may require travel and/or overnight accommodations.
  
  

Open to External and Internal Salary Salary is commensurate based on qualifications and relevant experience up to $47,000. Duration Funding expected to continue Pay Basis Monthly Benefits Eligible Yes Benefits at UTA

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

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

Benefits

To help you understand the full value of these benefits, we have created a tool that calculates the total worth of your compensation package. This tool takes into account all of the benefits that you are eligible for, including health insurance, retirement plans, and paid time off. To access this tool and learn more about the total value of your benefits, please click on the following link:

https://resources.uta.edu/hr/services/records/compensation-tools.php

Job Summary

The Special Events Coordinator for Organizational Operations provides leadership for and collaborates with stakeholders to plan, implement, and provide logistical support for events taking place in the Libraries, ensuring that all programs run smoothly and reflect the Libraries’ commitment to excellence and community engagement. UTA Libraries has various locations across campus.

Essential Duties And Responsibilities

• Coordinate logistics for events within the Libraries, including:
• managing and scheduling spaces, arranging catering, addressing technology needs, assisting with decorating, setting up and breaking down events, and fulfilling facilities needs.
• Provide hands-on support and troubleshooting during event setup and throughout the event to ensure a seamless and successful experience for facilitators and attendees.
• Communicate with event contacts and Libraries budget personnel to reconcile billing for all event-related expenses, ensuring accurate financial tracking.
• Partner with stakeholders to oversee coordination of major Libraries events, such as Faculty Creative Works, conferences, and donor relation engagements. Administer event registration system to facilitate efficient attendee management.
• Create and update documentation for event workflows and processes, maintaining organized records for reference and improvement.
• Perform other duties as assigned.

Minimum Qualifications

• Bachelor’s degree in business administration, hospitality management or related degree.
• Four (4) years of an equivalent combination of education and experience.
  
  

Preferred Qualifications

• Experience with Mazevo and Cvent events management systems.
• Experience in accounting and with creating documentation.
  
  

Knowledge, Skills and Abilities

• Exceptional customer service skills.
• Excellent communication and interpersonal skills with the ability to interact professionally with individuals at all levels of the organization.
• Ability to work collegially and collaboratively in a team-based environment.
• Professional organizational and time management skills with the ability to prioritize and manage multiple tasks effectively.
• Ability to analyze situations and make sound decisions.
• Proficiency with Microsoft Office products: Word, Excel, Outlook, Teams, OneDrive/SharePoint, and other common office software.
  
  

Other Requirements Working Conditions Special Conditions for Eligibility CBC Requirement

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

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.

University Information

The University of Texas at Arlington 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. UTA is a comprehensive teaching, research, and public service institution dedicated to the advancement of knowledge through scholarship and creative work. The University is committed to providing access and ensuring student success, and to a culture of innovation, entrepreneurship, and commercialization of discoveries by our community of scholars. With an enrollment of more than 40,000 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. UTA ranks No. 4 nationally in Military Times’ annual “Best for Vets: Colleges” list and is among the top 30 performers nationwide for promoting social mobility of its graduates (U.S. News & World Report, 2023). UTA is designated by the U.S. Department of Education as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI), and it has one of the top 5 most ethnically diverse undergraduate student bodies in the United States (U.S. News & World Report, 2023). Its approximately 270,000 alumni, including some who occupy leadership positions at many of the 24 Fortune 500 companies headquartered in North Texas, contribute to UTA’s $22.2 billion annual economic impact on Texas.

Furthermore, UTA is poised to experience widespread growth in the near future. The university recently launched the first phase of its RISE 100 initiative aimed at recruiting 100 new tenure-system faculty to amplify research standing and position UTA as a leader in key scholarly areas; more details are available at https://www.uta.edu/administration/president/strategic-plan/rise100. The successful candidate for this position will have the opportunity to join UTA during an exciting period of growth and contribute as the university broadens its impact.

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].

Posting Detail Information

Number of Vacancies 1 Open Until Filled Minimum Number of References Required 3 Maximum Number of References Accepted Special Instructions to Applicants

Applicants must include in their online resume the following information: 1) Employment history: name of company, period employed (from month/year to month/year), job title, summary of job duties and 2) Education: school name, degree type, and major.

Requirement Questions

Required fields are indicated with an asterisk (*).

• * What is the highest level of education attained?
• GED
• High School Diploma
• Associate's Degree
• Bachelor's Degree
• Master's Degree
• PhD or equivalent
• * How many years of related experience do you have?
• None/less than 1 year
• 1 to 2 years
• 3 to 4 years
• 5 years or more
• * How many years of experience do you have working in an academic environment?
• None/less than 2 years
• 2 to 3 years
• 4 to 5 years
• 6 years or more
• * Are you familiar with any event management system (e.g. Mazévo)?
• Yes
• No
  

Documents Needed To Apply

Required Documents

• Resume or CV
• Cover/Interest Letter
  
  

Optional Documents