Special Events Coordinator for Organizational Operations

The University of Texas at Arlington; Arlington (TX); On-site; USD 40,000 - 70,000; Full time

Job summary

An innovative educational institution is looking for a Special Events Coordinator to lead and support various events in the Libraries. This role involves collaborating with stakeholders to ensure that events reflect a commitment to excellence and community engagement. You will manage logistics, provide hands-on support during events, and maintain organized documentation for workflows. If you have a passion for event planning and a knack for problem-solving, this is an exciting opportunity to contribute to a vibrant academic community.

Qualifications

• 4 years of experience in event coordination or related field.
• Bachelor's degree in business administration or hospitality management.

Responsibilities

• Coordinate logistics for events including scheduling spaces and catering.
• Provide support during events to ensure a seamless experience.

Skills

Event Coordination

Logistics Management

Communication Skills

Problem-Solving

Education

Bachelor’s degree in business administration

Bachelor’s degree in hospitality management

Tools

Mazevo

Cvent

Job description

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.

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.
  
  

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.