HRI Function Coordinator

Job Title

HRI Function Coordinator

Agency

Texas A&M University - Corpus Christi

Department

Harte Research Institute

Proposed Minimum Salary

Commensurate

Job Location

Corpus Christi, Texas

Job Type

Staff

Job Description

TAMU-CC is a dynamic university designated as both a Hispanic-Serving Institution (HSI) and Minority-Serving Institution (MSI) with approximately 11,000 students from 47 states and 54 foreign nations. We employ over 1,400 full-time and 2,000 part-time Islanders (including students/GAs). The University attracts highly talented faculty and staff and offers an array of undergraduate and graduate degrees, including doctoral programs. As a member of the Texas A&M University System, TAMU-CC benefits from a range of resources, increased visibility and influence, and opportunities to collaborate in mutually beneficial ways with peers across member institutions and associated agencies.

TAMU-CC’s beautiful campus is located on a 240-acre island on Corpus Christi Bay and was ranked #1 College by the Sea by Best College Reviews. Our natural setting is enhanced by its modern, attractive, and state-of-the-art classroom buildings and support facilities.

PURPOSE

The HRI Function Coordinator, under general supervision, coordinates large HRI internal and external events and conferences, including pre- and post-event coordination with HRI employees. Supports site safety and operational readiness and serves as a liaison with University departments and vendors utilizing HRI facilities.

DESCRIPTION

Functional Area 1: Function and Program Management

Percent Effort: 40%

• •Develops, organizes, implements, monitors, and evaluates HRI internal, cross-campus, and external/public-facing functions, programs, conferences, workshops, meetings, and special activities.
• •Develops annual and recurring function plans based on HRI priorities, institutional activities, outreach opportunities, facility availability, and program needs.
• •Manages functions and related programs from initial planning through implementation, closeout, assessment, and reporting.
• •Establishes function timelines, logistical requirements, staffing plans, vendor needs, equipment requirements, room configurations, communication needs, and contingency plans.
• •Coordinates with HRI leadership, research programs, University departments, external organizations, vendors, guests, and community partners to facilitate function and program activities.
• •Develops and maintains systems for tracking functions, participation, outcomes, facility utilization, and other performance measures.
• •Evaluates function and program effectiveness and recommends improvements to HRI processes, procedures, and future programming.

Functional Area 2: Event Operations, Facilities and Personnel Coordination

Percent Effort: 30%

• •Manages scheduling, utilization, operational readiness, and function configuration of the HRI Event Room and breakout rooms supporting HRI, University, and approved external activities.
• •Coordinates room assignments and space utilization based on event requirements, facility availability, and HRI priorities.
• •Directs function-day operations, including setup and breakdown, technology coordination, signage, materials, vendor and catering coordination, accessibility, safety, and guest flow.
• •Coordinates, assigns, and oversees function-related activities performed by staff, student workers, volunteers, and other personnel before, during, and after events.
• •Provides onsite function management and resolves operational and logistical issues as needed.
• •Coordinates with appropriate HRI and University units regarding facilities, information technology, security, parking, risk management, accessibility, and other operational requirements.
• •Develops and maintains event procedures, checklists, room-use standards, and operating practices to support consistent and effective use of HRI facilities.
• •Operates University vehicles as needed to support HRI functions, programs, outreach activities, tours, meetings, and other institutional activities.

Functional Area 3: Budget, Data and Performance Reporting

Percent Effort: 15%

• •Prepares and monitors function and program budgets in coordination with HRI leadership and business staff.
• •Tracks function-related expenditures, commitments, costs, and available funding and identifies potential budget concerns.
• •Maintains attendance, facility utilization, event, outreach, and related program performance data.
• •Compiles and analyzes program statistics to assess participation, utilization, expenditures, and function activity.
• •Prepares quarterly reports summarizing function and program activity, attendance, facility utilization, expenditures, funding status, outreach participation, and other relevant performance measures.
• •Provides information and analysis to HRI leadership to support function planning, resource allocation, program evaluation, and future programming.

Functional Area 4: Outreach, Tours and Institutional Engagement

Percent Effort: 15%

• •Coordinates HRI participation in campus and external outreach, engagement, and tabling activities.
• •Works with HRI research and program areas to identify appropriate participants, displays, materials, equipment, staffing, and logistical requirements for outreach activities.
• •Organizes and coordinates HRI tours for visitors, University groups, partners, donors, prospective students, community organizations, and other internal and external audiences.
• •Develops and maintains working knowledge of HRI’s eleven research and program areas sufficient to coordinate and lead institute-level tours and appropriately communicate HRI’s programs and activities to visitors.
• •Coordinates special visits and institutional engagement activities involving HRI leadership, University officials, external partners, donors, community stakeholders, and other guests.
• •Coordinates HRI-wide function and engagement activities in collaboration with the Manager of Executive Operations, Manager of Executive Services, HRI leadership, research programs, and other appropriate personnel.
• •Performs other duties as assigned.

QUALIFICATIONS

• •Bachelor’s degree
• •Two (2) years of related experience.
• •Additional experience/ education may be considered as a substitution for the minimum requirements.
• •High School Diploma or GED and six (6) years of related experience.
• •Associates degree and four (4) years of related experience.
• •Master’s degree

Valid driver’s license.

KNOWLEDGE, SKILLS, AND ABILITIES

• •Knowledge of word processing, spreadsheet, database, and presentation applications.
• •Strong planning, organization, and project coordination skills.
• •Effective interpersonal, verbal, and written communication skills.
• •Ability to manage multiple concurrent activities, priorities, deadlines, and stakeholders.
• •Ability to work cooperatively and effectively with internal and external stakeholders.
• •Ability to work a flexible schedule, including evenings and weekends, as required to support HRI events, conferences, outreach activities, and other programs.

PREFERRED QUALIFICATIONS

• •Three (3) years of related experience in program coordination, event management, outreach, operations, or a related area.
• •Experience coordinating multiple events, programs, conferences, meetings, workshops, outreach activities, or other complex initiatives.
• •Experience managing event or program logistics involving facilities, vendors, technology, materials, staffing, volunteers, or event-day operations.
• •Experience monitoring budgets, expenditures, program data, attendance, or other performance measures.
• •Experience preparing program, financial, utilization, or performance reports.
• •Experience coordinating the work of staff, student workers, volunteers, or other personnel in support of programs or events.
• •Experience collaborating with multiple departments, leadership, external partners, vendors, or community stakeholders.
• •Experience coor