Athletics Special Events Coordinator

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Texas A&M University is seeking an Athletics Special Events Coordinator to support the planning and execution of athletics events. This role involves working with clients, vendors, and facility staff to manage logistics such as setup, scheduling, catering, parking, and safety. Responsibilities include serving as the first point of contact for event bookings, coordinating with campus partners, conducting site visits, providing cost estimates, and managing post-event follow-up.

The position also involves training and supervising part‑time staff and ensuring compliance with industry safety standards and NCAA regulations. A Bachelor's degree or equivalent experience and two years of related experience in event planning, marketing, and supervision are required.

Job Title

Athletics Special Events Coordinator

Agency

Texas A&M University

Department

Athletic Director

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

Texas A&M Athletics department is committed to building champions through academic achievement, athletic excellence, and national recognition of student‑athletes, teams, and programs. We are a proud member of the southeastern Conference, with more than 650 Texas A&M student‑athletes competing at the NCAA Division 1‑A level in 20 varsity sports.

The Event Coordinator supports the planning and execution of athletics events by working with clients, vendors and facility staff from initial inquiry through post‑event follow up. This role serves as a liaison for event bookings, managing logistics such as setup, scheduling, catering, parking and safety.

Salary: Commensurate based on selected candidates experience.

Cover Letter/Resume: A cover letter and resume are strongly recommended and will help in our review. You may upload them on the application under the CV/Resume section.

Other Details: Ability to work flexible hours (nights, weekends, and holidays) as required to complete assigned duties.

EVENTS:

• Assists the director with event related items. Meets with clients to gather information to prepare layouts, estimates and event agreements. Liaises client with 3rd party vendors (caterer, parking, ushers, security, fire & life safety, business office, etc.). Coordinates with facility staff for space setup needs. On‑site for all hosted events. Posts event work to include soliciting event evaluations from clients and invoicing.
  
  Assists in recruiting, training and scheduling event staff. Meets with prospective clients to facilitate tours. Assists assigned sports team with event requests. Assists department staff in scheduling meeting rooms and times.

EVENT LIAISON:

• Responsible for being first point of contact for all clients interested in booking an event. Serves as administrative liaison to clients and Athletics Facilities staff, Levy, SSC staff, Transportation Services, UPD and other campus partners concerning all pre‑event aspects including information on availability, room set‑up/arena configuration, catering, alcohol, parking and security. Schedules for all outside vendors.

ADMINISTRATION:

• Conducts site visits, virtual and in‑person meetings with clients and provides client with cost estimates and event agreements. Coordinates post‑event aspects for clients including client surveys, invoicing and clean‑up.

TRAINING:

• Trains and supervises part‑time wage employee: student workers, tour guides and other seasonal staff. Develops programs to recruit students as part‑time employees.

COMPLIANCE:

• Complies with all industry safety and best practice standards for the execution of hosted events. Compliance is a shared responsibility. Ensures compliance with all safety regulations by coordinating with local Fire, Police and Public Safety departments prior to events. Maintains continual and thorough familiarity with all applicable NCAA, Conference and University rules and regulations. Establishes and…