Events & Travel Coordinator – Department of Aerospace Engineering and Engineering Mechanics

Events & Travel Coordinator – Department of Aerospace Engineering and Engineering Mechanics

Requirements

• Bachelor’s degree and experience planning and coordinating events
• Ability to work in a dynamic environment while managing multiple, concurrent projects to meet goals, objectives and deadlines
• Ability to follow through on projects collaboratively and independently
• Ability to understand event objectives and create events that support program outcomes
• Ability to interact with a variety of constituents including college leadership, faculty, staff and students

Responsibilities

• Coordination, planning, production and implementation of large-scale alumni outreach events and various strategic initiatives
• Collaborate with development, communications, and administrative staff to strengthen alumni and corporate relations by coordinating and supporting strategic events
• Coordinate the department seminar programs by scheduling meetings for visitors, reserving rooms, and working with communications on posting and communications of seminars
• Schedule, plan and execute departmental events like faculty workshops, fall and spring gatherings, retirement parties, holiday parties, birthdays, faculty/staff retreats, faculty/staff meetings, and all other relevant events
• Assist Advising Team to execute annual student recruiting events by coordinating all meals and catering, hotel room blocks and contract negotiation, room reservations, and coordination of poster session
• Departmental catering contact to include seminars, faculty research meetings, and other meetings
• Ensure timely notifications, RSVP, and follow up information is distributed and tracked, and relevant information is appropriately advertised
• Oversee all event logistics, including venue selection, budget forecasting and assisting with event-related contracts in accordance with University and Cockrell School policy
• Act as a liaison between venue/facility staff and all vendors
• Supervise volunteers and on-site staff in event execution, ensuring University and department policies are followed and event-related issues are addressed professionally and efficiently
• Coordinate post-event reporting, including developing metrics to measure event success and provide recommendations for improving future events
• Establish and maintain effective working relationships with vendors, representatives of private facilities, corporate partners, alumni, and individual donors
• Liaise with college and university event planning and event support staff to ensure successful collaboration
• Process travel authorizations
• Respond to travel inquiries, and provide guidance to ASE-EM faculty, staff, and students related to travel policies
• Other related functions as assigned

Preferred Qualifications

• Experience contracting with vendors
• Experience in maintaining budgets and reporting expenses
• Experience in scheduling and managing onsite event staff and/or volunteers
• Experience with events ranging in size from 50 to 200 participants
• Demonstrated ability to think strategically, creatively, and tactically