INSTITUTIONAL EVENTS COORDINATOR

Posting Details

Title Information

Security Sensitive Position? Yes Hours of Work 8:00 AM - 5:00 PM M-F

Position Details

Position Information

Posting Number TSU203644 Official TSU Title INSTITUTIONAL EVENTS COORDINATOR Grant Title n/a Job Description Summary / TWC Summary

Under the supervision of the Director of Institutional Events Management, the Institutional Events Coordinator is critical in planning, coordinating, and executing campus-wide institutional events. This position executes various internal and external events for Texas Southern University and manages logistics and operations for various events, including presidential programs, academic ceremonies, student centered activities, campus-wide unit engagements, and external stakeholder events. Developing and maintaining working relationships with internal and external clients to assess and meet service needs following the University policies and procedures, the Institutional Events Coordinator ensures that events are executed with precision, professionalism, and alignment with the university's strategic brand and operational protocols. The role requires strong project management skills, attention to detail, and handling multiple stakeholders with concurrent time lines.

Essential Duties Summary

Event Planning & Coordination

• Assists with coordination of event administration, including scheduling events on the master calendar, researching venue options, coordinating venue walk-throughs, and reporting to administration.
• Assists with the coordination of logistics for campus-wide events, including venue reservations, event setup, audio/visual needs, catering, parking, security, signage, and accessibility accommodations.
• Represents the University at pre-planning event logistics meetings to ensure the success of each event.
• Supports major and executive-level events associated with the Office of the President, including convocations, commencement, donor receptions, inaugural ceremonies, and other institutional priorities.

Cross-Departmental Collaboration

• Meets with department, student leaders, community partners, and vendors to understand building needs to develop, implement, and execute events across campus facilities.
• Works closely with departments such as Facilities, Campus Police, OIT, Marketing & Communications, and Academic Affairs to ensure seamless execution of institutional events.
• Coordinates with student affairs, alumni relations, and academic units for collaborative programming.

On-Site Event Management

• Serves as on-site lead during event setup, execution, and breakdown.
• Troubleshoots last-minute issues during events to ensure a professional and positive experience for attendees.
• Oversees event staff
• Supervises student workers during event execution.
• Ensures that all activities comply with University, state, and federal codes, policies, and procedures.

Facilities Management

• Attends events to facilitate operations and ensure all aspects of events are controlled according to plans and provides on-site supervision of event staff.
• Addresses concerns related to custodial, grounds, and maintenance issues during events.
• Conducts regular inspections of building systems and facilities to identify potential issues and report to appropriate team members for corrective action.

General

• Performs other job-related duties as assigned.

% FTE

1.0

Hiring Range $57,995.53-$70,504.37 Education

Required:

Bachelor's degree in hospitality, Communications, Public Relations, Business Administration, Higher Education Administration, or a related field.

Required Licensing/Certification

None Required.

Knowledge, Skills, and Abilities

Knowledge of:

• Campus scheduling software, project management tools, event management software, and artificial intelligence (AI) platforms
• Policies, procedures, and practices.
• Several professional disciplines and is the "go-to" expert on principles, methods, and procedures.
• Methods and approaches to handle unique situations.
• Working knowledge of ADA compliance, event safety protocols, and customer service principles.
• Microsoft Office Professional or similar applications.

Skill in:

• Exceptional organizational and project management skills with attention to detail.
• Strong written and verbal communication skills.
• Professionalism and diplomacy when engaging with university stakeholders.

Ability to:

• Manage multiple events simultaneously with competing deadlines.
• Remain calm and flexible under pressure and tight timelines.
• Work early mornings, evenings, and weekends for scheduled events, especially during high-volume seasons.

Work Experience

Required:

• 3-5 years of event coordination experience in higher education, nonprofit, or similarly complex organizational settings.

Preferred:

• Experience supporting executive-level or high-profile university events.

Working/Environmental Conditions

• On-campus presence required
• Flexible schedule with availability for early mornings, evenings, and weekend events, especially during high-volume seasons.
• Frequent walking, lifting medium to heavy objects, and event setup support are expected.
• May involve occasional local travel to off-campus venues.

Desired start date Position End Date (if temporary)

Posting Detail Information

UA EEO Statement

It is the policy of Texas Southern University to provide a work environment that is free from discrimination for all persons regardless of race, color, religion, sex, age, national origin, individuals with disability, sexual orientation, or protected veteran status in its programs, activities, admissions or employment policies. This policy of equal opportunity is strictly observed in all University employment-related activities such as advertising, recruiting, interviewing, testing, employment training, compensation, promotion, termination, and employment benefits. This policy expressly prohibits harassment and discrimination in employment based on race, color, religion, gender, gender identity, genetic history, national origin, individuals with disability, age, citizenship status, or protected veteran status. This policy shall be adhered to in accordance with the provisions of all applicable federal, state and local laws, including, but not limited to, Title VII of the Civil Rights Act.

Manual of Administrative Policies and Procedures

Close Date Open Until Filled (overrides close field) Yes Special Instructions to Applicants Open to all applicants.

Posting Supplemental Questions

Required fields are indicated with an asterisk (*).

• • Do you have a Bachelor's degree in hospitality, Communications, Public Relations, Business Administration, Higher Education Administration, or a related field?

• Yes

• No

• • Do you have 3-5 years of event coordination experience in higher education, nonprofit, or similarly complex organizational settings?

• Yes

• No

• • Do you have experience supporting executive-level or high-profile university events?

• Yes

• No

• • Do you have experience using Microsoft Office Professional or similar applications?

• Yes

• No

Applicant Documents

Required Documents

• Resume
• Cover Letter/Letter of Application
• Official Transcripts

Optional Documents

• Other Document
• Reference Letter 1
• Reference Letter 2
• Reference Letter 3