Special Events Coordinator - Graduate School of Biomedical Sciences

UTHealth Houston•Houston, TX

1d•Onsite

About The Position

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. 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.

Requirements

Bachelor's Degree or experience at a comparable level may be considered in lieu of the education requirement required
1 year related experience in event management and planning or related work experience at a level comparable to the needs of the position required
Excellent customer service skills
Self-motivated work style
Excellent interpersonal and written communication skills

Nice To Haves

Prior experience with event planning software
Prior experience with Microsoft Office suite
Prior experience with online meeting platforms
1 year experience with event planning software preferred

Responsibilities

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.

Benefits

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)
Retirement/pension plan
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