Events Coordinator II

Job Title: Events Coordinator II Agency: Texas A&M Transportation Institute Department: Event Management & Planning Proposed Minimum Salary: Commensurate Job Location: Bryan, Texas Job Type: Staff Who are we? The Texas A&M Transportation Institute (TTI) is an agency of the State of Texas and member of The Texas A&M University System. For 75 years, TTI has addressed complex transportation challenges and opportunities with innovation, objectivity, and unmatched technical expertise. Our staff delivers excellence, value and thought leadership to ensure our research sponsors achieve their goals. Our Mission and Vision Our Vision - TTI leads in the creation of knowledge that transforms transportation for the benefit of society. Our Mission - TTI delivers practical, innovative and sustainable solutions to improve the movement of people, data and goods through research, education and technology transfer. Our Work Environment Entrepreneurial culture Affiliation with Texas A&M University students and faculty Ability to work with nationally recognized experts Ability to help train the next generation of transportation professionals Premier office and research facilities and equipment Accredited laboratories and safety proving ground Outstanding research support services Hybrid work environment/telecommuting Flexible work hours Family friendly High staff retention rates Leadership development and wellness programs Data allowance and home office equipment reimbursements Relocation assistance (if eligible) Tuition reimbursement program (if eligible) Our Employee Benefits TTI employees can choose from several health coverage options offered by The Texas A&M University System for themselves and their families, as well as numerous other benefit programs. What you need to know TTI is a Texas based agency. This position has the flexibility of a hybrid remote option with three days in a TTI Texas based office. Due to the nature of this position, on-site presence is required for assigned events, meetings, and other activities that require in-person support, regardless of the employee’s regular hybrid work schedule. This can be discussed further during the interview process. Your primary duty station will be TTI Bryan, located at 1111 Rellis Pkwy, Bryan, TX 77807. You are required to report to this location for the first 30 days of employment. Following this initial period, a flexible work arrangement may be approved at the agency’s discretion. The salary range for position is commensurate. Final salary will be determined based on the applicant's qualifications and experience. A Presidential proclamation issued on September 19, 2025, imposes a $100,000 fee on new H-1B petitions filed after September 21, 2025. Please be advised that Texas A&M University will NOT pay this fee. Therefore, if you need immigration sponsorship for your employment, we recommend that you consult with your private immigration counsel at your own expense to ascertain whether your current immigration status would make a potential offer of employment from Texas A&M University subject to this fee. In addition, on January 27, 2026, Texas Governor Abbot issued a moratorium on the filing of any new H-1B unless approved by the Texas Workforce Commission. Accordingly, if you will now or in the future require sponsorship for employment visa status this moratorium may affect our ability to employ you should you be selected as the final candidate. Job Summary The Event Coordinator II, under general supervision, is responsible for coordinating and implementing conferences, meetings and special events for Texas A&M Transportation Institute (TTI) and other external agencies that contract with TTI for services. The position will coordinate with venues, registration processes and event logistics for on-site, hybrid and virtual events. Continued employment is dependent upon availability of funding and satisfactory performance. Essential Duties and Responsibilities Assist with the planning and coordination of conferences, meetings, workshops, and special events for TTI, TxDOT-sponsored projects, and external clients. Coordinate event logistics including venue and facility needs, vendor services, catering, audiovisual requirements, transportation, parking, room layouts, event schedules, and other operational needs. (30%) Coordinate event registration and attendee services using event management platforms and databases, including registration setup and maintenance, attendee records, participant communications, name badges, signage, agendas, printed and digital materials, and other event-related resources. (20%) Coordinate with venues, vendors, clients, internal departments, and other stakeholders to communicate event requirements, track deliverables and deadlines, obtain event information and estimates, and support successful execution of assigned conferences and events. (15%) Provide onsite coordination and event support for assigned conferences, meetings, and special events, ensuring event logistics and services are executed according to established plans and assisting with operational needs and issue resolution as they arise. (15%) Assist with post-event activities and project closeout, including attendee evaluations, event documentation, financial reconciliation, reporting, and compilation of event-related information and records. (10%) Support the Event Director, project leads, and EM&P team with departmental initiatives, special projects, event-related financial processes. (9%) Other duties as assigned. (1%) Required Education and Experience Bachelor’s degree or equivalent combination of education and experience. Two (2) years of experience in event coordination, hospitality, tourism or project management. Required Knowledge, Skills and Abilities Knowledge of word processing and spreadsheet applications. Strong verbal and written communication skills. Strong interpersonal and organizational skills. Ability to multi-task and work cooperatively with others. Ability to adapt to changing priorities. Ability to complete work within given deadlines and timelines. Ability to present information clearly and concisely. Ability to manage multiple projects in a fast-paced environment. Ability to handle pre-conference planning and registration management. Financial management/oversight skills. Ability to report/communicate post-conference performance. Exceptional customer service. Other Requirements or Other Factors Work beyond normal office hours and/or work on weekends. Must be able to work irregular and extended hours including nights and weekends. Must be able to travel, including some weekends, and handle significant travel during peak seasons. Preferred Qualifications Proficiency in event management software and tools such as Cvent, Accelevents, Microsoft Access, Constant Contact, etc. Proficiency in virtual meeting platforms such as Microsoft Teams, Zoom, Webex, Eshow, Remo, etc. Experience with research contracts and the soft money environment. Physical Requirements Ability to perform common office functions. Ability to frequently communicate with other individuals within the workplace. Ability to operate a computer and other office productivity machinery. Ability to lift, move, carry, push, and pull low- to medium-weight materials and equipment as part of meeting and event setup and breakdown, room reconfigurations, and event support activities. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check. Equal Opportunity/Veterans/Disability Employer. The Texas A&M University System is one of the largest systems of higher education in the nation, with a statewide network of twelve universities, eight state agencies, a comprehensive health science center, Texas A&M-Fort Worth and Texas A&M-RELLIS. The A&M System is committed to providing an educational and work environment that is conducive to the personal and professional development of each employee. Each member institution provides equal opportunity and access to all students, employees and prospective employees. External Applicants - Applicants not currently employed by a Texas A&M System member may search postings and apply for positions within one or more A&M System members by selecting the job posting. Internal Applicants - This site lists job postings throughout The Texas A&M University System. It is intended for applicants not currently employed by a member of the system. Current employees should apply for jobs on the Internal Career site. The Texas A&M System is an Equal Opportunity/ Veterans/ Disability Employer. #J-18808-Ljbffr Texas A&M University