Events Coordinator, Administration, University Health Services

University of Texas at Austin

1d•Onsite

About The Position

Our mission at Healthyhorns is to enhance the health and well-being of students’ bodies, minds and lives in support of their academic and personal goals. Healthyhorns is the umbrella brand encompassing University Health Services, Counseling and Mental Health Center and Longhorn Wellness Center. Together, the departments work to enhance the health and well-being of students’ bodies, minds and lives in support of their academic and personal goals. University Health Services (UHS) is an accredited on-campus medical facility dedicated to addressing the varied healthcare needs of UT Austin students. UHS provides comprehensive services, including general medical care, public health education and specialty clinics. The University of Texas at Austin offers a competitive benefits package that includes but not limited to: 100% employer-paid basic medical coverage Retirement contributions Paid vacation and sick time Paid holidays Please visit UT Austin's Human Resources (HR) website at https://hr.utexas.edu/prospective/benefits to learn more about the total benefits offered. Purpose To plan, coordinate, and execute UHS outreach clinics and departmental events; generate and distribute health program documentation and clinic logistics; support Continuing Medical Education (CME) planning and accreditation activities; develop and maintain UHS forms and related materials; and provide comprehensive administrative, operational, and event-planning support to UHS leadership, clinical departments, and the UHS Administrative Suite.

Requirements

Bachelor’s degree and three years of experience managing complex events involving multiple stakeholders and evolving logistical requirements; or high school graduation/GED/Associate Degree and five years of equivalent event coordination as described above.
At least two years of administrative support and performing complex administrative functions.
Demonstrated proficiency with Microsoft Office applications, including Word, Excel, Outlook, PowerPoint, and Teams.
Strong project management and organizational skills with attention to detail.
Demonstrated ability to prioritize responsibilities, problem solve, manage multiple concurrent projects, and meet overlapping deadlines.
Excellent communication skills coupled with a professional demeanor.
Demonstrated regular and punctual attendance pattern, customer service-oriented behavior and excellent public relations skills.

Nice To Haves

More than the required years of experience.
Experience with University of Texas at Austin facilities and vendors.
Working knowledge of University of Texas at Austin policy and process for payment vouchers in DEFINE (entertainment, travel, vendor invoices).
Experience in managing virtual and hybrid meetings on Teams and Zoom, including seamlessly navigating between applications during live sessions.
Experience creating Qualtrics surveys.
Experience with Adobe InDesign.
Working knowledge of basic video editing tools.
Experience taking committee meeting minutes.

Responsibilities

Facilitates health event programs & clinic coordination for flu shot outreach clinics, summer camper/special programs, blood/tissue drive co-sponsorship, and spring immunization clinics.
Serves as primary UHS event planner (coordinates, plans, and executes events for UHS including, but not limited to ensuring audio/visual needs are met, securing meeting space, room set-up and tear-down, OOEFs, invitations, catering, refreshments, supplemental supply purchasing, vendor payments, and reimbursements).
Assists the Continuing Medical Education (CME) Chair with CME activity planning and maintaining the Healthyhorn’s status as an accredited provider.
Performs administrative duties of the UHS Administrative Suite including office coverage, reserving meeting space for recurring meetings, managing conference room calendars, maintaining forms and fulfilling copy/laminating requests, managing parking permits, and creating Qualtrics surveys.
Provides administrative support for Clinical Department Chiefs.
Demonstrates professionalism and commitment to quality care by adhering to customer service standards, respecting patient rights and confidentiality, following policies and procedures, and actively supporting continuous improvement initiatives.
Demonstrates regular and punctual attendance pattern.
Participates in other activities as appropriate and as assigned.