Special Events Coordinator, Continuing Education

UT Southwestern Medical Center • Dallas, TX

14h • Hybrid

About The Position

Under general direction, the Part-time Special Events Coordinator position interacts with external audiences including major donors, alumni, community leaders, elected officials, non-profit foundations and vendors as well as internal audiences including, but not limited to the President, Provost, Chancellor, Regents, and other distinguished faculty/staff. 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 in related field or Equivalent combination of education and experience

Nice To Haves

• 1 year in administrative, event support, or coordination

Responsibilities

• Provides administrative and financial support for events by tracking invoices, assisting with submission and reconciliation, and maintaining accurate event documentation in accordance with institutional and departmental policies.
• Manages event RSVP processes, including maintaining guest lists, tracking responses, preparing attendance materials, and supporting on-site check-in.
• Creates, prepares, and organizes event collateral and materials, including signage, nametags, place cards, and other printed or digital resources.
• Maintains organized electronic and physical event files, templates, shared resources, and the department's event tracker to support team visibility, planning, and reporting.
• Responsible for all event logistics associated with assigned small donor events such as meetings, tours, or luncheons.
• Provides on-site administrative and logistical support during events, including registration assistance, setup support, vendor coordination assistance, and troubleshooting as directed.
• Supports senior event staff with pre-event preparation and post-event follow-up, including documentation, reporting, and file reconciliation, and serves as backup to Senior Special Events Coordinators as needed.
• Assists with special projects and departmental initiatives related to events, meetings, lectures, and other institutional programs.
• Coordinates with faculty, staff, and internal vendors for small donor lunches, meetings, lab tours, etc.
• Performs other duties as assigned.

Benefits

• PPO medical plan, available day one at no cost for full-time employee-only coverage
• 100%25 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: Part-time
• Career Level: Entry Level