Special Events Coordinator

UT Health San Antonio•San Antonio, TX

About The Position

Under limited supervision, the Special Events Coordinator assists with the logistics of coordinating, planning, implementing, and executing promotions, special events, and committee meetings. The role plans and organizes strategic development events and fundraisers, including galas, donor meetings, luncheons, and receptions; supports event setup; and collaborates with staff on promotional mobile apps and social media. The coordinator develops invitations, creates guest lists, coordinates services, greets visitors, and manages event registration and related documentation. The position also supports management software and database maintenance, builds relationships with volunteers and external partners, and analyzes and manages budgets and trends for annual donor, alumni, and community relations events. The coordinator monitors and responds to conference emails and performs other duties as assigned. The University of Texas at San Antonio is a public research university serving approximately 42,000 students across 320 academic programs, with 17,000 faculty and staff. It is described as a Carnegie R1-designated institution and a nationally recognized, top-tier university.

Requirements

Ability to develop, plan, execute, and manage donor-related special events.
Superior writing, editing, and research skills.
Ability to maintain strict confidentiality.
Strong interpersonal skills and ability to interface professionally with administration, faculty, students, alumni, volunteers, and the community.
Skill in fundraising and special events.
Ability to multitask, prioritize, and establish and meet deadlines in a fast-paced environment.
Superior organizational and problem-solving skills and ability to work independently with minimal supervision.
Ability to engage donors, prospects, and volunteers verbally and in writing with sincerity and enthusiasm.
Ability to work in a communicative, interactive, team-based setting and remain calm under pressure.
Ability to work with multiple volunteer leaders in a demanding environment.
Proficiency with Microsoft Office programs, including Word, Outlook, Excel, and PowerPoint.
Experience with Raiser's Edge fundraising software.
High school diploma or GED.
Five years of related experience.

Responsibilities

Plan and organize strategic development events and fundraisers, including galas, donor meetings, luncheons, and receptions.
Assist with setting up facilities, equipment, supplies, and prizes for assigned events.
Collaborate with staff on the design and implementation of mobile apps and social media to promote events.
Develop and design invitations, create guest lists, coordinate internal and external services, and greet visitors.
Maintain and coordinate event registration, including registrant documentation.
Assist with setting up management software and update and maintain databases as needed.
Work closely with the Director to build and maintain relationships with committee volunteers, corporate partners, foundations, and vendors.
Analyze, develop, and manage budgets and trending plans for annual donor, alumni, and community relations events.
Monitor and respond to conference emails.
Perform all other duties as assigned.

Benefits

UT SELECT medical insurance is offered free for employees; family members may be added through payroll deduction.
Employees receive $50,000 of group term life insurance and $50,000 of basic accidental death and dismemberment insurance at no cost, with options to purchase additional coverage.
Three dental insurance plan options are available through Delta Dental, including two PPOs and one dental HMO.
Two vision plan options are available through Superior Vision Services.
Disability insurance is available to provide income if a non-work-related illness or injury prevents an employee from working.
Flexible spending accounts are available for qualifying dependent day care or out-of-pocket health care expenses.
Employees are eligible for either the Teacher Retirement System or the Optional Retirement Plan; voluntary retirement programs are also available.
Paid time off of 128 to 208 hours (16 to 26 days) is front-loaded each fiscal year, based on years of service.
Extended Illness Bank accrual of 8 hours per month, usable for illness or injury after one day of Paid Time Off is taken.
Paid family leave of up to 240 hours (6 weeks) to care for a spouse, child, or parent after six months of consecutive employment.
Twelve set paid holidays each year.
Discounts on services, tickets, and gym membership.