Description

We are hiring immediately for a Special Events Coordinator (full-time) to join the team at The University of Texas MD Anderson Cancer Center UTHealth Houston Graduate School of Biomedical Sciences. In this position, you will lead the logistics and planning of large-scale events including commencement, Graduate Student Research Day, alumni activities, admissions events, program retreats, and symposia. Prior experience with event planning, project management, event planning software, Microsoft Office suite, and online meeting platforms is preferred. Must have strong organizational skills and the ability to work with multiple teams on concurrent projects.

What we do here changes the world. UTHealth Houston is Texas' resource for healthcare education, innovation, scientific discovery, and excellence in patient care. That's where you come in.

Once you join us you won't want to leave. It's because we reward our team for the excellent service they provide. Our total rewards package includes the benefits you'd expect from a top healthcare organization (benefits, insurance, etc.), plus:

• 100% paid medical premiums for our full-time employees
• Generous time off (holidays, preventative leave day, both vacation and sick time - all of which equates to around 37-38 days per year)
• The longer you stay, the more vacation you'll accrue!
• Longevity Pay (Monthly payments after two years of service)
• Build your future with our awesome retirement/pension plan!

We take care of our employees! As a world-renowned institution, our employees' wellbeing is important to us. We offer work/life services such as...

• Free financial and legal counseling
• Free mental health counseling services
• Gym membership discounts and access to wellness programs
• Other employee discounts including entertainment, car rentals, cell phones, etc.
• Resources for child and elder care
• Plus many more!

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

Physical 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:

This position is a security-sensitive position pursuant to Texas Education Code §51.215 and Texas Government Code §411.094. To the extent that a position requires the holder to research, work on, or have access to critical infrastructure as defined in Texas Business and Commerce Code §117.001(2), the ability to maintain the security or integrity of the infrastructure is a minimum qualification to be hired for and to continue to be employed in that position. Personnel in such positions, and similarly situated state contractors, will be routinely reviewed to determine whether things such as criminal history or continuous connections to the government or political apparatus of a foreign adversary might prevent the applicant, employee, or contractor from being able to maintain the security or integrity of the infrastructure. A foreign adversary is a nation listed in 15 C.F.R. §791.4.

Residency Requirement:

Employees must permanently reside and work in the State of Texas.