Special Events Planner

UT Health San Antonio • San Antonio, TX

4h

About The Position

The Special Events Planner organizes project teams, assigns responsibilities, develops project schedules and budgeting estimates, and serves as a point of contact for vendors, suppliers, exhibitors, and speakers. The role provides strategic and programmatic consultation to department staff and institutional colleagues and coordinates event and exhibit planning through delivery and execution.

Requirements

• Bachelor's degree.
• Five years of related experience.
• Detail-oriented, with meticulous planning, organizational, and negotiating skills.
• Ability to handle multiple tasks and exhibit projects under tight deadlines while meeting budget requirements.
• Ability to manage multiple exhibit projects simultaneously while adhering to deadlines and budgets.
• Ability to build productive relationships and collaborate with internal teams, vendors, and stakeholders.
• Excellent verbal and written communication skills.
• Ability to collaborate and gain cooperation in a team-oriented environment.

Responsibilities

• Provide strategic and programmatic consultation to department staff and institutional colleagues.
• Ensure detailed event schedules are completed from implementation through delivery, and keep management informed of deviations.
• Collaborate with institutional colleagues and external vendors to plan event communications, including invitations, fliers, advertisements, and staff assignments.
• Monitor event budgets, timelines, schedules, and schematics.
• Coordinate with internal departments, external vendors, contractors, and venues to ensure successful exhibit delivery and execution.
• Assist in developing and distributing exhibit-related communications, promotional materials, signage, and informational content.
• Monitor exhibit budgets, project milestones, logistics, layouts, and floor plans to ensure objectives are achieved efficiently.
• Perform other duties as assigned.

What This Job Offers

• Job Type: Full-time