Events Coordinator, The Harry Ransom Center

Working closely with development, programs, and marketing staff, coordinates and delivers both in-person and virtual programs for the Ransom Center. Maintains and updates program calendars for key staff involved in events. Manages event logistics from start to finish, including public programs, donor/member events and receptions, external rental, and staff functions. Works with caterers, independent contractors, speakers, external organization contacts, volunteers, and others to ensure all events comply with university and Ransom Center policies and are in keeping with the Center's mission. Participates in event execution and is onsite for the duration of each event, including rehearsals, sound check, load-in/out, set up, and breakdown.Solicits bids from vendors, negotiates contracts, and follows appropriate university and Ransom Center business office processes. Processes all necessary event forms, purchase requests, payments, and contracts to ensure prompt payment for services. Communicates and coordinates with vendors on vendor guidelines, arrival, load-in, and load-out procedures for all events.Provides reliable, high-quality administrative support exhibiting excellent communication, follow-up, and ability to take on independent projects. Assists with booking travel, hotel, or other arrangements for guest speakers or invited guests. Duties include but are not limited to maintaining budgets; communicating effectively with Ransom Center colleagues, outside organizations, speakers, and vendors; generating event reports; coordinating and managing special event volunteers; and representing the Ransom Center in a positive and professional manner.Works with external organizations to facilitate site rentals. Develops and shares event confirmations that include customized quotes and planned schedules for the unique needs of each event. Works with external organizations in-person, by phone, and over email to ensure each external event is thoughtfully executed. Submits invoices to organizations and maintains attendance reports following each event.Coordinates event plans with Ransom Center facilities manager, guards, custodians, technology, business office staff, and other staff and volunteers. Works with relevant staff to review external space use requests and maintains an ongoing schedule of approved external events.