Job Title Guest Engagement and Protocols Coordinator Agency Tarleton State University Department Strategic Collaborations Proposed Minimum Salary Commensurate Job Location Stephenville, Texas Job Type Staff Job Description The Guest Engagement and Protocols Coordinator within the Office of the President plays a crucial role in ensuring the seamless execution of various tasks and responsibilities related to guest engagement, prestigious events, group meetings, encounter planning, and overall presidential protocols. This position demands a highly organized and detail-oriented individual who can effectively manage diverse responsibilities with a strong focus on creating positive first impressions and maintaining the highest standards of hospitality. In-office position located on the main campus in Stephenville, Texas with normal work hours of Monday to Friday from 8:00am to 5:00pm or as work requirements indicate, which may include weekends and/or after hours. Must be able to work remotely at the request of the University. Responsibilities: Guest Engagement: + Develop and execute on-campus itineraries for visiting dignitaries, guests, and stakeholders. + Coordinate greeting protocols and ensure exemplary first impressions for all visitors. + Oversee the logistics of guest encounters, maintaining the highest level of professionalism and courtesy. + Coordinate planning logistics for events and meals at the Trogdon House, including working and communicating with the Director and various groups across campus. + Preparing bi-weekly event overviews and details. Group Meeting Logistics: + Ensure meeting rooms are reserved, adequately prepared, equipped, and set-up according to requested requirements. + Manage food and beverage orders, including dietary preferences, for group meetings. + Facilitate virtual meetings on platforms like Zoom, ensuring seamless technology integration. Encounter Planning and Presidential Protocols: + Plan and execute encounters with precision, adhering to established presidential protocols. + Assist the Executive Assistant to the President with briefing preparation, tracking, and review as requested. + Collaborate with relevant stakeholders to enhance the overall encounter experience. Head Table Seating and Event Planning: + Plan and organize seating arrangements for official dinners and luncheons, including requesting and formatting biographies with pictures for the head table. + Coordinate logistics for the President’s Suite during football games/seasons, and provide game-day support for suite guests and staff. + Collaborate with the Gala Committee to support the successful execution of university galas. Meaningful Gifts, Mementos, and Thank You Notes: + Source and recommend meaningful gifts for special guests, donors, and event attendees. + Manage the creation and distribution of personalized thank-you notes from the President and/or President’s Office. + Oversee and maintain a detailed visitor log for the Office of the President and Trogdon House. + Oversee and manage a detailed in-house gift-log to prevent duplicate gifts, in collaboration with Institutional Advancement. + Oversee and manage a detailed in-house list of guests hosted in the President’s Office and at the Trogdon House on an annual basis, regardless of receiving a gift. Campus Operations and Donor Engagement: + Serve as a liaison between the President’s Office and campus operations and/or the Events Team. + Collaborate with Institutional Advancement to enhance donor experiences and relationships and inform President’s Office Staff of donor campus visits/encounters, etc. University Calendar Committee: + Serve on the University Calendar Committee to ensure long-range date planning and coordination. + Provide timely updates to the President’s Office regarding upcoming events and commitments. Miscellaneous Duties: + Track and reconcile expenses for events funded from the Office of the President’s budget. + Stay informed about university events, initiatives, and guests to support effective communication. + Handle any additional duties or responsibilities that may arise in the course of daily operations in the President’s Office. Required Qualifications: + Bachelor’s degree in a relevant field. + Seven years related experience including: proven experience in event coordination/planning, hospitality, or executive support roles, preferably at least two years Required Skills: + Exceptional organizational and multitasking skills. + Strong interpersonal and communication skills. + Ability to work independently and collaboratively in a fast-paced environment. + Exceptional professionalism. + Proficiency in technology platforms, including Zoom and Microsoft Office. + Demonstrates Tarleton State University core values: Excellence, Integrity, and Respect Salary Commensurate with experience The target base annual salary is $48,120 and may be negotiable based on funding availability and candidate experience/skillset in relation to the minimum requirements of this position. Tarleton State University offers a career filled with purpose and opportunity in addition to competitive wages. As part of the Tarleton family, the following benefits are also available to full time and qualifying part time employees: Educational Benefits - employee perks that help enrich, grow, and foster career and professional development: + Family Education Benefit (Tuition Scholarship) (https://www.tarleton.edu/scholarships/employees/) – scholarship opportunities for Tarleton employees, their spouses, or their dependents available after 6 months of continued full-time employment. Click the link to learn more about this incredible Texan benefit! + Doctoral Educational Assistance (https://www.tarleton.edu/hr/doctoral-edu-guidelines/) – Full-time budgeted employees at all A&M System Universities, Agencies, and System Offices are qualified for reimbursement of tuition and mandatory fees. Eligibility: This program is applicable to the pursuit of a first doctorate degree only to full-time, budgeted employees who have been in a position no less than 2 long semesters. Click the link for additional details! Employee Health, Wellness, and Financial Planning (https://www.tarleton.edu/hr/benefits/) + Fully covered employee health insurance + Reimbursement of Insurance Premium Deductions! The State of Texas contributes to eligible employees’ insurance coverages as of the 1st day of the month following 60 days of employment in an eligible position. For those who elect coverage PRIOR to the first of the month after 60 days of employment, Tarleton State University will reimburse employees the State contribution towards health coverage during those first 60 days. + Dental insurance + Vision insurance + Retirement and Insurance programs Paid Leave (https://www.tarleton.edu/hr/benefits/) Tarleton employees enjoy one of the greatest PTO packages in the area! + Paid sick leave + Holiday pay + Vacation + Longevity pay + Paid Birthday Leave – Tarleton State University awards all leave-eligible employees paid time off for their birthday! Other + Complimentary tickets to all Athletic and Performing Fine Arts events! + Tarleton Employees enjoy two complimentary general admission tickets for athletics and performing fine arts events on campus! Join Texan Nation on the bleachers or in the auditorium. + Employee Wellness Release Time + Staff Gym Membership Discount with Campus Recreation + and other Tarleton Discounts Qualified candidates are encouraged to submit a completed application for consideration. Initial review of applications will begin immediately and continue until position is filled. Application Procedure: During the application process applicants have one opportunity to enter the requested information, upload documents and Submit the application. Applicants will not be able to make changes or add additional documents once the application materials have been submitted via "Submit" action. Employment applications must include: + Completed online application + Cover Letter / Letter of Interest addressing qualifications + Curriculum Vitae or Resume + At least 3 current professional references and their full contact information Applications received by Tarleton State University must have all job application data entered. Failure to provide all job application data could result in an invalid submission and a rejected application. “See resume” is not an acceptable entry in the job application. Incomplete applications will not be considered. 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. Founded in 1899, Tarleton State University a founding member of The Texas A&M University System, has a rich history and tradition through generations that have inspired educational excellence. Tarleton maintains a commitment to transformational student experiences and career readiness supported by engaged faculty, staff, and alumni mentors. Tarleton State University is accredited by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC), earned the prestigious designation of Doctoral Universities: High Research Activity by the Carnegie Classification of Institutions of Higher Education, and is a member of the NCAA Division I, Western Athletic Conference. Strategic Planning for the Next Decade - Tarleton Forward 2030 (https://web.tarleton.edu/tarletonforward/) All links will open to a new tab + Employee Services (https://www.tarleton.edu/hr/index.html) + Benefits + University Leadership (https://web.tarleton.edu/president/) + Research and Economic Development + Traditions and History (https://www.tarleton.edu/traditions/index.html) Tarleton State University is an Equal Opportunity/ Affirmative Action/ Veterans/ Disability Employer. If you have questions about submitting your application, please contact employment@tarleton.edu .