Conference Services Specialist

Updated: about 1 month ago
Location: College Station, TEXAS
Job Type: FullTime

Job Title

Conference Services Specialist

Agency

Texas A&M Engineering

Department

Workforce Development

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:

This position will assist the Associate Director of TEES Conferences in day-to-day activities to help support coordination, communication and other conference efforts for Texas A&M Engineering and Texas A&M Engineering Experiment Station. This new position is an addition to the growing Workforce Development conference team.

Responsibilities:

  • Provides support with planning and coordination efforts of conferences and symposia for programs within the Office of Workforce Development as well as TEES centers, and departments within the College of Engineering.
  • Maintain working relationships with vendors, venues and stakeholders.
  • Assists with coordination of webpages and updates, as necessary, to ensure all are in accordance with Texas A&M University policies.
  • Maintains and updates conference webpages in accordance with clients’ needs.
  • Maintains and updates conference events using event management software.
  • Assists in annual reporting for conferences and events.
  • Assists in calculating budgets for conferences and ensure conferences adhere to the budgets.
  • Assist in scheduling and securing venue and logistical support for events.
  • Create, track and evaluate reports and metrics for events.
  • Assist with project elements within timelines and budgets.
  • Performs 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.

What is helpful:

  • Proven experience with large events and functions.
  • Experience using event management software.
  • Experience in higher education or non-profit event/conference planning.
  • Prior experience working with federal agencies.

Knowledge, Skills and Abilities:

  • Knowledge of Adobe Creative Suite and Microsoft Office Suite.
  • Familiarity with and willingness to stay current with social media applications.
  • Knowledge of standard proofreading.
  • Familiarity with or a willingness to learn about website builders and content management systems that accompanies conference management software.
  • Understand requirements and details of events and clients’ needs and wants.
  • Create, track and evaluate reports and metrics for events.
  • Assist with project elements within timelines and budgets.
  • Strong organizational skills to assist with events and deliverables.
  • Knowledge of word-processing, spreadsheet, and database software.
  • Ability to multi-task and work cooperatively with others.
  • Demonstrated attention to detail and ability to work independently.
  • Excellent administrative and organization skills with the ability to effectively coordinate a large variety of activities.
  • Strong customer service skills with the ability to resolve issues fairly, expediently, and cost-effectively.
  • Superior written and verbal communication skills adaptable to all types of audiences.
  • Excellent interpersonal and communication skills to cultivate relationships with a diverse population of students, staff, faculty, and other external partners.
  • Ability to function well in a complex institutional framework, have a high tolerance for ambiguity and flexibility, and be able to respond quickly and appropriately to changing circumstances.
  • Ability to prioritize, manage multiple projects, and meet deadlines.
  • Must be able to work with a high degree of independence.

Other Requirements:

  • Must be able to work some evenings and weekends.

Work Location:

  • Main Campus – College Station, TX.

About Workforce Development

The Workforce Development Division of Texas A&M Engineering will be the premier provider of programs, conferences, professional development, and educational opportunities to prepare experts, employees and advocates for STEM-related fields. The Workforce Development Division has six programs: Spark! PK-12 Engineering Education Outreach, Nuclear Power Institute, Engineering Academies, TEES EDGE Professional Education, Regional Divisions, Conference Planning Services. Through these programs, the division creates and coordinates opportunities worldwide to hone expertise among engineering professionals and train or retrain those interested in emerging engineering fields while concurrently engaging with PK-collegiate educators and students to encourage future engineers.

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/staff-development/staff-development-opportunities.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 through competitive and equitable pay, 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.  Exemplify equal pay for equal work, with allowable pay differences based on factors not prohibited by law.

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.



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