Program Specialist II

Job Title

Program Specialist II

Agency

Texas A&M Engineering

Department

Turbomachinery Laboratory

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

Why work for Texas A&M Engineering?

Who we are

Texas A&M Engineering is a large employer in the great and growing cities of Bryan/College Station, offering thousands of career opportunities in a wide variety of fields. We are deeply committed to recruiting and retaining a talented workforce that embraces our core values of respect, excellence, leadership, loyalty, integrity, and service. Texas A&M Engineering offers competitive salaries, full benefits, an extensive support network, and above all, an enriching and highly collaborative working community that is deeply passionate about our vision for higher education, research, and public service.

Job Description

Purpose:

The Program Specialist II will provide and coordinate advanced professional level administrative support to the Center Director and the Program Manager. Manage all activities associated with the Exhibitor Services Department. Assist in  contract negotiation and proposals for symposia venue, hotels, and multiple other vendors. Manage all financial-related aspects of the Exhibitor Services Department. Oversee all sales and customer relationship activities with symposium exhibitors. Assist in identifying prospective sponsors and developing sponsor opportunities with Program Manager & Marketing Department. Develop procedures and policies for the Exhibitor Service Department. Perform other duties as assigned.
 

Responsibilities:

• Manage inquiries for any potential exhibiting companies and current show exhibitors. Create policies and procedures for event exhibitors. Assist in updating website with exhibitor service information and instructions as needed. Assist in setting and manage the financials related to the Exhibitor Service Department; Exhibitor services fiscal liaison between organization & exhibitors. Organize and manage strategies for continuing increased sales for symposia. Manage customer relationships with all exhibiting companies.
• Create, manage and maintain files for all current exhibitors and exhibit hall shows both through electronic database and paper files. Maintain exhibitor service procedures and instruction manual. Process and audit exhibitor records and pursue required submissions for payment. Develop new and improved ways of accomplishing these goals, including creating more streamlined forms.
• Sell exhibit booth space by phone, mail, and by traveling to other industry shows, both domestically and internationally. Attend/assist with logistics for conferences as assigned by Center Director and/or Program Manager. Conduct web research for potential exhibitors/attendees.
• Enter data for the Exhibitor Directory section of the Show Guide for symposia. Prepare (assist with entering of data) and audit hundreds of exhibitor name badges for each show. Register exhibitors and press prior to the symposia and on-site and coordinate smooth registration and transaction processes with other office personnel, before and after the show.
• Coordinate and solicit sponsorships for events with Program Manager & Marketing Department. Assist with the Marketing Department on creating publicity needs for the Exhibiting Services area.
• Research and assist with planning of and sale of booth space for new symposia. Travel as required to these events. Assist with trade out agreements for each of our events as needed. Assist with event signage needs pertaining to Exhibit area.
• Assist in coordination and negotiation of contracts with event venues, headquarter hotels, and other vendors (catering, venue related, etc.) as assigned by Center Diretor and/or Program Manager. Assist in meeting legal department contract compliance.
• Assists in managing venue related logistics as assigned by Center Director and/or Program Manager (ex: hotel block, room requests, ordering the F&B, other logistical needs for events (galas, dinners, banquets, international Stand Alone Short Courses) in collaboration with staff per project.
• Assist in soliciting sponsorship Companies. Assist in managing all sponsorships related to the symposia events, & oversight of exhibiting company sponsorships.
• Assist Program Manager and Staff in Developing guidelines, opportunities and communications. Manage contracts related to exhibiting sponsors and coordinate sponsorship funds with Accounts Receivable.
• Manage the tradeshow floor on-site for symposia and all relations therein, in relation to contractors and exhibitors, ensuring that all are keeping in line with rules and regulations pertaining to each.
• Prepare and conduct selection session per show, materials for per show for Exhibitors. Maintain exhibiting company priority points for booth selection for all shows. Track company mergers, buyout and closures. Work with the Center Director and Program Manager with pricing of exhibitor related items where applicable per show.
• Provide staff with assistance and feedback as needed. Communicate and collaborate with staff effectively with Exhibition/assignment information.
• Supervise Program Specialist assigned to Exhibitor Services Department. Manage and coordinate their daily workload and responsibilities.
• Work with vendors to obtain all documents needed for Accounts Payable and other duties as assigned.
• Other duties as assigned.

What we need:

• Bachelor’s degree in applicable field or equivalent combination of education and experience.
• Two years of related experience.

Work Location:

• Main Campus – College Station, TX.

About the Turbomachinery Laboratory

The Turbomachinery Laboratory (Turbo Lab) conducts fundamental and applied research within three thematic areas: Rotordynamics and Mechanical Systems; Thermal Fluids and Combustion; and Computational and Modeling Design. This research is sponsored by a combination of government and industry sources, both domestically and internationally, through traditional grants and contracts and covers the entire range of specialties of the Turbo Lab research groups. The Turbo Lab’s acclaimed Turbomachinery and Pump Symposia (TPS) is held annually in Houston, Texas, and its sister event, the Asia Turbomachinery and Pump Symposium (ATPS), biennially in Kuala Lumpur, Malaysia. Both feature a world-class exhibit hall and cutting-edge technical program.

Texas A&M Engineering provides an outstanding benefits package including but not limited to:

• Competitive health benefits.
• Generous paid vacation, sick time, and holidays.
• Vision, Dental, Life, and Long-Term Disability insurance options.
• Teachers Retirement System of Texas (TRS), a defined benefit retirement plan with 8% employer contribution.
• Additional Voluntary Retirement Programs: Tax Deferred Account 403(b) and a Deferred Compensation Program 457(b).
• Flexible spending account options for medical and childcare expenses
• Robust free training access through LinkedIn Learning plus professional development opportunities.
• Tuition assistance https://engineering.tamu.edu/information/esac/educational-assistance-programs.html
• Wellness program release time offered to employees to promote work/life balance.

Helpful Applicant Information

Required Materials for Application:

• Resume/CV
• Three work references with their contact information; at least one reference should be from a supervisor/former supervisor.
• Letter of interest

Compensation Philosophy:

• Recruit and retain high-performing workforce through competitive compensation and career development including career pathing, coaching and skills development.
• Offer total rewards, flexible benefits, professional development, performance recognition and work-life balance.
• Ensure resources are readily available and utilized to attract and retain the highest quality researchers, faculty, and staff.  

Employment Eligibility Verification

• If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in delay of start date.

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/Affirmative Action/Veterans/Disability Employer.