Events Coordinator II - CIR Lead

Job Title
Events Coordinator II - CIR Lead

Agency
Texas A&M Transportation Institute

Department
Event Management & Planning

Proposed Minimum Salary
Commensurate

Job Location
Bryan, Texas

Job Type
Staff

Job Description

Who are we?

The Texas A&M Transportation Institute (TTI) is an agency of the State of Texas and member of The Texas A&M University System. For 75 years, TTI has addressed complex transportation challenges and opportunities with innovation, objectivity, and unmatched technical expertise. Our staff delivers excellence, value and thought leadership to ensure our research sponsors achieve their goals.

Our Mission and Vision

• Our Vision - TTI leads in the creation of knowledge that transforms transportation for the benefit of society.

• Our Mission - TTI delivers practical, innovative and sustainable solutions to improve the movement of people, data and goods through research, education and technology transfer.

Our Work Environment

• Entrepreneurial culture

• Affiliation with Texas A&M University students and faculty

• Ability to work with nationally recognized experts

• Ability to help train the next generation of transportation professionals

• Premier office and research facilities and equipment

• Accredited laboratories and safety proving ground

• Outstanding research support services

• Hybrid work environment/telecommuting

• Flexible work hours

• Family friendly

• High staff retention rates

• Leadership development and wellness programs

• Data allowance and home office equipment reimbursements

• Relocation assistance (if eligible)

• Tuition reimbursement program (if eligible)

Our Employee Benefits

TTI employees can choose from several health coverage options offered by The Texas A&M University System for themselves and their families, as well as numerous other benefit programs. https://www.tamus.edu/business/benefits-administration/

What you need to know

• TTI is a Texas based agency. This position has the flexibility of a hybrid remote option with two days in a TTI Texas based office. This can be discussed further during the interview process.

• Your primary duty station will be TTI Bryan, located at 1111 Rellis Pkwy, Bryan, TX 77807. You are required to report to this location for the first 30 days of employment. Following this initial period, a flexible work arrangement may be approved at the agency's discretion.

• The salary range for position is commensurate. Final salary will be determined based on the applicant's qualifications and experience.

• A Presidential proclamation issued on September 19, 2025, imposes a $100,000 fee on new H-1B petitions filed after September 21, 2025. Please be advised that Texas A&M University will NOT pay this fee. Therefore, if you need immigration sponsorship for your employment, we recommend that you consult with your private immigration counsel at your own expense to ascertain whether your current immigration status would make a potential offer of employment from Texas A&M University subject to this fee.

• In addition, on January 27, 2026, Texas Governor Abbot issued a moratorium on the filing of any new H-1B unless approved by the Texas Workforce Commission. Accordingly, if you will now or in the future require sponsorship for employment visa status this moratorium may affect our ability to employ you should you be selected as the final candidate.

Job Summary:

Under general supervision, the Events Coordinator II is responsible for coordinating meetings, conferences, and special events for the Texas A&M Transportation Institute (TTI), the Center for Infrastructure Renewal (CIR), and external organizations utilizing TTI facilities. This position serves as the primary point of contact for CIR meeting and event operations while also supporting the Event Management & Planning (EM&P) team in planning and executing conferences, workshops, meetings, and special events.

Essential Duties and Responsibilities:

CIR Meeting & Event Services Duties (70%)

• Serve as the primary point of contact for all CIR meeting and event clients by providing guidance on meeting spaces, room configurations, catering, audiovisual services, technology, parking, and event logistics while ensuring exceptional customer service.
• Coordinate meeting space reservations, maintain the CIR meeting and event calendar, and manage scheduling requests to maximize facility utilization and minimize scheduling conflicts.
• Coordinate event logistics between clients, TTI Facilities, TEES IT, vendors, EM&P staff, and other stakeholders to ensure successful event execution.
• Develop room layouts, event timelines, activity schedules, and planning documents while facilitating coordination meetings as needed to keep all parties informed of upcoming meetings and operational impacts.
• Provide onsite meeting and event support, including coordinating event support personnel, assisting with room setup and event execution, resolving issues during events, and supporting events occurring outside normal business hours when necessary.
• Serve as the primary point of escalation for meeting and event technology issues by troubleshooting problems and coordinating with TEES IT and other support personnel to resolve technical challenges.
• Support financial administration for external and non-affiliated CIR clients by preparing estimates, tracking expenses, coordinating billing processes, and assisting with meeting space policies, operational procedures, and continuous process improvements.

Event Management & Planning Duties (30%)

• Assist with coordinating conferences, meetings, workshops, and special events for TTI and external clients by assisting with venue coordination, vendor management, and registration support.
• Assist with event registration platforms, attendee databases, participant communications, and event materials, including signage, agendas, name badges, and printed resources.
• Assist with post-event reporting, financial reconciliation, attendee evaluations, and project closeout activities while maintaining accurate event documentation.
• Assist the Event Director and Business Coordinator with special projects, departmental initiatives, financial processes, and other duties as assigned.

Required Education and Experience:

• Bachelor's degree or equivalent combination of education and experience.
• 2 years of experience in event coordination and/or hospitality, tourism or facility management.

Required Knowledge, Skills and Abilities:

• Knowledge of word processing, spreadsheet, and calendar management applications.
• Strong verbal and written communication skills.
• Excellent customer service, interpersonal, and organizational skills.
• Ability to manage and maintain meeting and event calendars using Microsoft Outlook
• Ability to coordinate multiple scheduling requests and competing priorities.
• Ability to multi-task and work cooperatively with others.
• Ability to present information clearly and concisely.
• Ability to manage multiple projects in a fast-paced environment.

Other Requirements or Other Factors:

• Must be able to work occasionally during early mornings, evenings, and weekends to support meetings and special events and accommodate periods of increased workload.

Preferred Qualifications:

• Proficiency in event management software and tools such as Cvent, Accelevents, Microsoft Access, Constant Contact, etc.
• Proficiency in virtual meeting platforms such as Microsoft Teams, Zoom, Webex, Eshow, Remo, etc.
• Experience with research contracts and the soft money environment.

Physical Requirements:

• Ability to perform common office functions.
• Ability to frequently communicate with other individuals within the workplace.
• Ability to operate a computer and other office productivity machinery.
• Ability to lift, move, carry, push, and pull low- to medium-weight materials and equipment as part of meeting and event setup and breakdown, room reconfigurations, and event support activities.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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/Veterans/Disability Employer.