Manager, Special Events, Continuing Education

UT Southwestern Medical Center • Dallas, TX

9h • Hybrid

About The Position

The Manager of Special Events is responsible for designing, implementing, and coordinating a comprehensive events program that appropriately and consistently promotes interaction with, and recognition of donors and alumni at all levels. The role requires periodic in-person and hybrid weekend and after-hours support for live continuing education activities, conferences, grand rounds, and other accredited programs.

Requirements

• Bachelor's Degree or equivalent.
• 5 years experience in event planning as well as extensive experience with special events.
• Experience working with complex budgets, preparing financial spreadsheets and tracking expenditures.

Nice To Haves

• Experience using constituent relationship management databases, specifically any related events modules.
• Supervisory experience preferred.

Responsibilities

• Manages and coaches the activities of assigned special events staff to ensure all functions are achieved.
• Coordinates, plans, strategizes, and organizes the production of special events and programs by structuring the responsibilities of staff, setting goals and objectives for each event, creating timelines, problem solving and financial management of each event.
• Manages special events team coordination.
• Responsible for the day-to-day operations of the Special Events team to ensure that upcoming event timelines are being met by the team.
• Serves as lead liaison and provides proactive consultation throughout event development and execution to seek opportunities to enhance service and potential return.
• Negotiates and reviews vendor contracts for events, establishing a network of vendors and contacts to hire for event production; responsible for decision making with vendors at events.
• Facilitates events including providing direct supervision and leadership of personnel and contract staff hired for each event.
• Establishes and monitors event budgets and resources, managing reconciliation of all final invoices and deliverables.
• Responsible for the completion of event approval forms, event data and reports to ensure office compliance and standards.
• Updates and maintains all electronic events files.
• Manages special projects and works on planning committees for donor appreciation receptions and dinners, building dedications, lectures, meetings, luncheons, symposiums, etc.
• Serves as back up to the Director of Special Events.
• Oversees the coordination of mission tours for the Office of Development and Alumni Relations.
• Collaborates on special events that are in partnership with the Southwestern Medical Foundation.
• Performs other duties as assigned.

Benefits

• PPO medical plan, available day one at no cost for full-time employee-only coverage
• 100% coverage for preventive healthcare-no copay
• Paid Time Off, available day one
• Retirement Programs through the Teacher Retirement System of Texas (TRS)
• Paid Parental Leave Benefit
• Wellness programs
• Tuition Reimbursement
• Public Service Loan Forgiveness (PSLF) Qualified Employer

What This Job Offers

• Job Type: Full-time
• Career Level: Manager