Special Events Coordinator - Graduate School of Biomedical Sciences
Job Overview
Employment Type
Full-time
Benefits
Paid medical premiums
generous time off
longevity pay
Retirement Plan
Financial counseling
legal counseling
Mental health counseling
Gym membership discounts
Employee Discounts
child and elder care resources
Job Description
The University of Texas MD Anderson Cancer Center UTHealth Houston Graduate School of Biomedical Sciences is a prestigious institution recognized for its commitment to healthcare education, scientific research, and advancement in patient care. As part of the larger UTHealth Houston system, this graduate school serves as a hub for cutting-edge biomedical education and research innovation. The institution is deeply dedicated to transforming lives through world-class education and fostering an environment of academic excellence, collaboration, and discovery. Renowned for its multidisciplinary approach and resources, the Graduate School of Biomedical Sciences offers a dynamic atmosphere where students and faculty work together towards groundbreaking discoveries and advancements in healthcare.
We are currently hiring a full-time Special Events Coordinator to join our dedicated team. This role is integral to organizing and executing large-scale and influential events that promote the university’s visibility and engagement with its broad community, including students, faculty, staff, alumni, donors, and patients. As the Special Events Coordinator, you will oversee the logistics and planning of significant events such as commencement ceremonies, Graduate Student Research Day, alumni activities, admissions events, program retreats, and academic symposia. This position requires a strategic thinker who can manage multiple projects simultaneously with precision and exceptional organizational skills.
The Special Events Coordinator position involves working closely with various internal and external stakeholders to ensure every event aligns with institutional goals and maintains the university's prestigious image. You will coordinate budgets, develop detailed event timelines, collaborate on marketing materials, manage invitation lists, and prepare event briefings for leadership. Your role will be pivotal in maintaining a high standard of event execution and fostering positive relationships with key partners, vendors, and team members. A strong understanding of event planning software, project management tools, Microsoft Office suite, and online meeting platforms is essential. Experience in the field or related project management is preferred to effectively contribute to and support our complex event portfolio.
In return for your expertise and dedication, you will benefit from a comprehensive total rewards package that includes 100% paid medical premiums for full-time employees, generous paid time off combining holidays, preventative leave, vacation, and sick days summing up to approximately 37-38 days annually. Additional perks include longevity pay starting after two years of service, a robust retirement and pension plan, and various work-life services. These services encompass free financial and legal counseling, mental health support, gym membership discounts, and various other employee discounts on entertainment, car rentals, and more. We also provide resources to help with child and elder care, underscoring our commitment to employee wellbeing.
This position is a security-sensitive role, governed by Texas Education and Government Code requirements, emphasizing the importance of maintaining the security and integrity of critical infrastructure. Employees must reside and work permanently in Texas, ensuring commitment to the local community and compliance with state regulations.
Joining the UTHealth Houston Graduate School of Biomedical Sciences means becoming part of a community that changes the world through education, research, and service. We value our employees’ contributions and are committed to rewarding their dedication through competitive pay, extensive benefits, and a supportive work environment. If you’re passionate about event coordination and eager to contribute to a world-renowned institution that makes a difference, this full-time Special Events Coordinator role is an exciting opportunity to advance your career while supporting missions that truly matter.
We are currently hiring a full-time Special Events Coordinator to join our dedicated team. This role is integral to organizing and executing large-scale and influential events that promote the university’s visibility and engagement with its broad community, including students, faculty, staff, alumni, donors, and patients. As the Special Events Coordinator, you will oversee the logistics and planning of significant events such as commencement ceremonies, Graduate Student Research Day, alumni activities, admissions events, program retreats, and academic symposia. This position requires a strategic thinker who can manage multiple projects simultaneously with precision and exceptional organizational skills.
The Special Events Coordinator position involves working closely with various internal and external stakeholders to ensure every event aligns with institutional goals and maintains the university's prestigious image. You will coordinate budgets, develop detailed event timelines, collaborate on marketing materials, manage invitation lists, and prepare event briefings for leadership. Your role will be pivotal in maintaining a high standard of event execution and fostering positive relationships with key partners, vendors, and team members. A strong understanding of event planning software, project management tools, Microsoft Office suite, and online meeting platforms is essential. Experience in the field or related project management is preferred to effectively contribute to and support our complex event portfolio.
In return for your expertise and dedication, you will benefit from a comprehensive total rewards package that includes 100% paid medical premiums for full-time employees, generous paid time off combining holidays, preventative leave, vacation, and sick days summing up to approximately 37-38 days annually. Additional perks include longevity pay starting after two years of service, a robust retirement and pension plan, and various work-life services. These services encompass free financial and legal counseling, mental health support, gym membership discounts, and various other employee discounts on entertainment, car rentals, and more. We also provide resources to help with child and elder care, underscoring our commitment to employee wellbeing.
This position is a security-sensitive role, governed by Texas Education and Government Code requirements, emphasizing the importance of maintaining the security and integrity of critical infrastructure. Employees must reside and work permanently in Texas, ensuring commitment to the local community and compliance with state regulations.
Joining the UTHealth Houston Graduate School of Biomedical Sciences means becoming part of a community that changes the world through education, research, and service. We value our employees’ contributions and are committed to rewarding their dedication through competitive pay, extensive benefits, and a supportive work environment. If you’re passionate about event coordination and eager to contribute to a world-renowned institution that makes a difference, this full-time Special Events Coordinator role is an exciting opportunity to advance your career while supporting missions that truly matter.
Job Requirements
- Bachelor’s degree or equivalent experience
- minimum 1 year related experience in event management and planning
- preferred 1 year experience with event planning software
- strong organizational and multitasking skills
- ability to work collaboratively with multiple teams
- proficiency in Microsoft Office suite
- experience with online meeting platforms
- excellent communication skills
- ability to meet compliance requirements
- must permanently reside and work in Texas
Job Qualifications
- Bachelor's degree or experience at a comparable level may be considered
- 1 year related experience in event management and planning or comparable work experience
- 1 year experience with event planning software preferred
- excellent customer service skills
- self-motivated work style
- excellent interpersonal and written communication skills
Job Duties
- Coordinate and assist with logistics and activities associated with university or school events
- assist with event budget tracking and reporting and collaborate with procurement and finance teams to ensure budget reconciliation
- coordinate appropriate budgets and monitor budget allocations throughout planning
- collaborate with internal event contacts and support teams to prepare planning timelines, review marketing materials, request invitation lists, and draft event briefings
- manage positive relationships with internal and external partners including community members, school leadership, vendors, and colleagues
- research and stay up-to-date on trends in special events
- explore options for services and venues to utilize the best possible event options
- assist with website creation and event communications and expand expertise in event management software
- ensure compliance with federal, state laws, and UTHealth policies
- perform team administrative duties and manage timelines across all events
- perform other duties as assigned
Job Criteria
Experience
Mid Level (3-7 years)
Job Location
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