Special Events Coordinator

UT Southwestern Medical Center • Dallas, TX

19h • Hybrid

About The Position

The Special Events Coordinator provides administrative, logistical and operational support to ensure the successful planning and execution of departmental events. This role manages event documentation, financial processing, RSVP tracking, events materials, and independently coordinates small donor events while supporting larger institutional events with logistics and on-site event support.
This role requires a high level of professionalism, as the Special Events Coordinator will regularly interact with legislature, executives, and donors. The ideal candidate is a proactive, go-getter who is eager to learn, and ready to put in the work to support a high-performing team. This is a fast-paced environment managing 200+ events annually, so success in this role requires adaptability, strong ownership, and the ability to stay organized and composed under pressure.
This is a hybrid position that is generally 3 - 4 days in office during the busy season, with 2 days per week during the slow season. Ability to work nights and weekends as needed is required.

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: Full-time
• Career Level: Mid Level