Events Program Coordinator

Work with clients, staff, and catering to submit required financial information of an event within established guidelines and time frames. Provide on-site direction for successful execution of activities and support services before, during, and after an event. Assist with client needs and requests. Maintain relationships with existing customers. Coordinate multiple complex events within any given period. Facilitate and maintain communication of event timelines and operational requirements between clients, vendors, and employees. Assist with logistics of room reservation, coordination of room setup, and deliverables for clients both internal and external to the university. Follow up on set-up requests as necessary by providing diagrams. Work with the appropriate staff to schedule the proper personnel needed for the successful execution of assigned events, which may include weekends. Support and sell virtual and hybrid events by becoming a specialist in Zoom and other virtual platforms. The team handles all the behind-the-scenes details for virtual /hybrid events so presenters can focus on their presentations. This includes keeping current with changes in technology, having practice sessions to go over the run of show, facilitating QandA and polling, and creating the conference web page.Responsible for all conference services operations, including working with other event coordinators and associate director to analyze, recommend and implement business process improvements. Develop and recommend strategic goals for the conference center by developing short- and long-term operational and revenue goals. Collaborate with other event coordinators in implementing and monitoring plans supporting the overall growth of the unit. Attend weekly planning and staff meetings.Responsible for identifying, contacting, and acquiring new clients, which includes on-site and off-site visits to develop new business to meet the associate directors revenue goals. Responsible for contract negotiations, communications, preparation, and closure following the Universitys guidelines. May be required to travel to meetings and events off-site.Develop and propose marketing strategies to reach conference office revenue goals. Implement improved methods to expand audience base and track results of marketing efforts. Analyze customer surveys to improve processes. Collaborate with senior marketing coordinator, staff, vendors, and clients to develop and plan the delivery of marketing and publicity of TCC services.Maintain departmental records, prepare invoices, run event reports, updating of sales kits, and other administrative duties as assigned. Update Mazevo reservation system quarterly with rate changes or any necessary maintenance. Update TCC website when necessary. Work with student employees according to the event schedule. Assist with supervision and training and approving timesheets.Develop strategic alliances with professional conferencing organizations. Develop partnerships within the UT organization. Assist and attend TCC events and meetings, as requested. Coordinate conference services operations with other UT personnel. Request work service from UT Facilities or ITS when necessary. Ensure work is completed as requested for LBJ events.