Coordinator, Special Events - Graduate School of Biomedical Sciences at UTHealth in Houston, Texas

Job Description:

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.

The University of Texas MD Anderson Cancer Center UTHealth Houston Graduate School of Biomedical Sciences (GSBS) is seeking a Coordinator of Special Programs who will lead logistical planning of large-scale events such as commencement, Graduate Student Research Day, alumni activities and more! The ideal candidate for this role will have prior experience with event event planning and project management, and strong organizational skills.

Once you join us you won't want to leave. It's because we reward our team for the excellent service they provide. Our total rewards package includes the benefits you'd expect from a top healthcare organization (benefits, insurance, etc.), plus:

• 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)
• Build your future with our awesome retirement/pension plan!

We take care of our employees! As a world-renowned institution, our employees' wellbeing is important to us. We offer work/life services such as...

• 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
• Plus many more!

Position Summary:

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.

Position Key Accountabilities:

• 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.

Certification/Skills:

• Excellent customer service skills
• Self-motivated work style
• Excellent interpersonal and written communication skills

Minimum Education:

• Bachelor's Degree or experience at a comparable level may be considered in lieu of the education requirement required

Minimum Experience:

• 1 year related experience in event management and planning or related work experience at a level comparable to the needs of the position required
• 1 year experience with event planning software preferred

Physical Requirements:

Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects.

Security Sensitive:

Security Sensitive: This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code § 51.215

Residency Requirement:

Employees must permanently reside and work in the State of Texas.

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