University Events Specialist - University Events

University of Texas Medical Branch (UTMB)•Galveston, TX

10h•Onsite

About The Position

The University Events Specialist manages, plans, and executes high-profile institutional events and programs for UTMB, ensuring seamless coordination, exceptional service, and adherence to organizational standards. This role supports the institution's mission by fostering collaboration across departments, overseeing event logistics, and maintaining excellence in service delivery. Events span all UTMB campuses, requiring extensive planning, multitasking, and stakeholder engagement.

Requirements

Associate’s degree and three (3) years of experience in marketing, event planning, hospitality, food service, or related fields.
An equivalent combination of education and experience relevant to the role may be considered for this position.
Valid Texas driver’s license and successful completion of Safe Driving training are also required.
Proven ability to manage multiple complex projects with strong organizational skills and attention to detail.
Excellent communication and interpersonal skills, with the ability to work professionally with university executives, administrators, and external constituencies.
Ability to lead and motivate event teams and volunteers while ensuring alignment with institutional goals.
Strong problem-solving skills and the ability to work independently while maintaining high standards of professionalism.
In-depth knowledge of food safety, event logistics, and facility management principles.
Adaptability and flexibility to respond to changing circumstances and event requirements.

Nice To Haves

Bachelor’s degree in Hospitality Management, Event Planning, or a related field.
Bilingual in English and Spanish.

Responsibilities

Manage, plan, and execute catered events and special programs for UTMB, ensuring alignment with institutional goals and standards.
Coordinate with event hosts, contracted staff, kitchen teams, and non-UTMB vendors to deliver exceptional service across multiple campuses.
Oversee the planning, production, and execution of event logistics, including preparation, setup, service, and clean-up, adhering to departmental and institutional standards.
Ensure proper handling, portioning, garnishing, and display of food items, maintaining compliance with food safety regulations and department standards.
Collaborate with UTMB leadership, departments, and external partners to deliver successful events, including donor recognitions, institutional campaigns, and high-profile gatherings.
Manage facility operations during events, working with UTMB Police, maintenance teams, and facility management to ensure event readiness and safety.
Prepare detailed reports and coordinate schedules to align resources, timelines, and logistics for efficient event delivery.
Maintain accurate financial documentation, including event budgets, vendor contracts, invoices, and payments.
Serve as a liaison between stakeholders, fostering collaboration and maintaining high levels of customer satisfaction.
Provide guided tours and support planning efforts for events held in UTMB’s historic and special-use facilities, ensuring compliance with preservation standards.
Performs related duties as required.