Special Events Coordinator

WHY UT SOUTHWESTERN?

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!

JOB SUMMARY

The Special Events Coordinator provides administrative, logistical and operational support to ensure the successful planning and execution of departmental events. This role manages event documentation, financial processing, RSVP tracking, event materials, and independently coordinates small donor events while supporting larger institutional events with logistics and on‑site event support. The position will interact with legislature, executives, and donors in a high‑professional environment, managing 200+ events annually. It is a hybrid position, generally 3‑4 days in office during the busy season, 2 days during slow season, and requires availability for nights and weekends.

BENEFITS

PPO medical plan, available day one at no cost for full‑time employee‑only coverage 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

EDUCATION & QUALIFICATIONS

Education Bachelor's Degree in related field Equivalent combination of education and experience Preferred Experience 1 year in administrative, event support, or coordination

JOB DUTIES

Provides administrative, logistical, and on‑site support for the Special Events team, focusing on event tracking, documentation, financial processing, and operational support. Supports multiple event types and team members and oversees small donor events. Tracks invoices, assists with submission and reconciliation, and maintains accurate event documentation. Manages event RSVP processes, maintains guest lists, tracks responses, prepares attendance materials, and supports 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. Handles all event logistics for 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, and troubleshooting. Supports senior event staff with pre‑event preparation, post‑event follow‑up, documentation, reporting, and file reconciliation. 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 AND EEO STATEMENT

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. #J-18808-Ljbffr The University of Texas Southwestern Medical Center