Coordinator, Special Events - Graduate School of Biomedical Sciences (Finance)
Position Summary:
Develops, plans, and coordinates events that enhance the university's visibility and promotes a positive image among various constituents, including students, faculty, staff, alumni, patients, and donors. Functions primarily in an administrative capacity in alignment with the direction provided by departmental leadership.
Position Key Accountabilities:
- Coordinates and assists with logistics and activities associated with university or school events.
- Assists with event budget tracking and reporting and collaborates with departmental procurement/finance team to ensure budget reconciliation.
- Coordinates appropriate budgets as needed and monitors budget allocations throughout the planning process.
- Coordinates and collaborates with internal primary event contacts and support teams to facilitate the logistics for events including preparation of planning timelines, reviewing copywriting and marketing materials, requesting invitation lists, drafting event briefings for leadership, etc.
- Effectively manages positive relationships with internal and external partners including key community members, institutional and school leadership and faculty, vendors and colleagues across the institution.
- Researches and stays up-to-date on trends in the field of special events.
- Proactively research and explore options for services and venues to ensure the university is utilizing the best possible options for events.
- Assists with website creation and event communications; continually expands knowledge and expertise in event management and planning software licensed for the department.
- Ensures that plans and protocols are followed to meet compliance with all federal, state laws and UTHealth policies, rules and regulations.
- Responsible for portion of team administrative duties and manages timelines across all events.
- Performs other duties as assigned.
Certification/Skills:
- Excellent customer service skills
- Self-motivated work style
- Excellent interpersonal and written communication skills
Minimum Education:
- Bachelor's Degree or experience at a comparable level may be considered in lieu of the education requirement required
Minimum Experience:
- 1 year related experience in event management and planning or related work experience at a level comparable to the needs of the position required
- 1 year experience with event planning software preferred.
Physial Requirements:
Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects.
Security Sensitive:
Security Sensitive: This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code ยง 51.215
Residency Requirement:
Employees must permanently reside and work in the State of Texas.
