Administrative Skills, Billing, Conferences, Documentation, Event Management, Financial Operations, Financial Support, Genetics, Hospital, Identify Issues, Investment Reporting, Logistics, Medical Research, News Reporting, Nonprofit, On Site Support, Operational Support, Organizational Skills, Process Management, RSVP (Reservation Protocol), Reconciliation, Team Player, Training/Teaching
Special Events Coordinator, Continuing Education
With over 75 years of excellence in Dallas-Fort Worth, Texas, UT Southwestern is committed to excellence, innovation, teamwork, and compassion. As a world-renowned medical and research center, we strive to provide the best possible care, resources, and benefits for our valued employees. Ranked as the number 1 hospital in Dallas-Fort Worth according to U.S. News & World Report, we invest in you with opportunities for career growth and development to align with your future goals. Our highly competitive benefits package offers healthcare, PTO and paid holidays, on-site childcare, wage, merit increases and so much more. We invite you to be a part of the UT Southwestern team where you'll discover a culture of teamwork, professionalism, and a rewarding career!
Under general direction, the Part-time Special Events Coordinator position interacts with external audiences including major donors, alumni, community leaders, elected officials, non-profit foundations and vendors as well as internal audiences including, but not limited to the President, Provost, Chancellor, Regents, and other distinguished faculty/staff. The role requires periodic in-person and hybrid weekend and after-hours support for live continuing education activities, conferences, grand rounds, and other accredited programs.
Our benefits are designed to support your overall wellbeing, and include: PPO medical plan, available day one at no cost for full-time employee-only coverage 100% 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 Learn more about these and other UTSW employee benefits!
Required Education Bachelor's Degree in related field or Equivalent combination of education and experience Preferred Experience 1 year in administrative, event support, or coordination
The Special Events Coordinator provides administrative, logistical, and on-site support for the Special Events team. This role focuses on event tracking, documentation, financial processing, and operational support to ensure events are executed smoothly and consistently. The position supports multiple event types and team members and oversees small donor events:
- 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.
Security This position is security-sensitive and subject to Texas Education Code 51.215, which authorizes UT Southwestern to obtain criminal history record information. EEO UT Southwestern Medical Center is committed to an educational and working environment that provides equal opportunity to all members of the University community. As an equal opportunity employer, UT Southwestern prohibits unlawful discrimination, including discrimination on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, age, disability, genetic information, citizenship status, or veteran status.
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UT Southwestern Medical Center
UT Southwestern Medical Center
Join us at UT Southwestern Medical Center in Dallas, Texas. We're one of the world's leading academic medical centers, with 12 specialties earning national recognition from U.S. News & World Report for 2012-13.
Through our top rated schools, hospitals, dozens of clinics and care centers, and leading-edge biomedical research labs, we employ a talented, diverse workforce. As a top academic medical center, we embrace innovation, share ideas and advance the world of medicine with new approaches. Here, you can work on cases that most people only have the opportunity to read about in textbooks.
We are a large organization that employs top-caliber business professionals and non-clinical staff to support the various facets of our academic medical center. Here you'll find a supportive, culturally diverse environment, as well as competitive salaries and state of Texas benefits that begin on your first day of employment.
Our Hospitals: We deliver patient care that brings UT Southwestern Medical Center's scientific advances to the bedside—focusing on quality, safety and service. The university's 452-bed hospitals, St. Paul University Hospital and Zale Lipshy University Hospital, offer patients superior care and outstanding service provided by a highly trained staff. Part of UT Southwestern since 2005, the hospitals are a crucial component to the medical center's further development and our delivery of world-class patient care.
Our Faculty and Research: As one of the leading academic medical centers in the world, UT Southwestern leads the way with medical breakthroughs. We employ world-class medical and scientific faculty, including 5 Nobel Laureates, 20 faculty members of the prestigious National Academy of Sciences' Institute of Medicine (IOM) and 20 members of the American Academy of Arts and Sciences. Research is the cornerstone upon which world-class medical education and patient care are built. Investigations into cancer, neuroscience, heart disease and stroke, arthritis, diabetes, and many other fields keep UT Southwestern at the forefront of medical progress.
Location: Located 10 minutes northwest of downtown Dallas, our campus includes 10.8 million square feet of space with another 1.4 million square feet under construction.
10,000 employees or more
http://www.utsouthwestern.edu/