Center for Chaplaincy Event Coordinator-Temporary

University Of The, Inc.arnate Word; San Antonio (TX); On-site; USD 28,000 - 33,000; Full time

Job summary

The University of the Incarnate Word in San Antonio invites applications for a Center for Chaplaincy Event Coordinator (Temporary). The role supports planning, coordinating, and executing the annual Moral Leadership Symposium scheduled for February 2027, reporting to the Executive Director of Chaplaincy Education.

This full-time temporary position has an expected end date of March 15, 2027 and is not benefits eligible.

Qualifications

• Bachelor’s Degree required; up to two years of related experience may substitute for two years of education.

Responsibilities

• Plan, coordinate, and execute events from concept to completion.
• Coordinate event logistics, including scheduling, locations, setup, equipment, catering, and supplies.
• Communicate with internal departments, vendors, speakers, guests, and event participants.
• Develop and maintain event timelines, checklists, and schedules.
• Assist with event budgets, purchasing, invoices, and expense tracking.
• Coordinate event registration, invitations, attendance, and participant communications.
• Arrange room setups, audiovisual needs, signage, and other event materials.
• Provide on-site support and troubleshoot issues during event.
• Ensure event follows university policies, procedures, and safety requirements.
• Assist with marketing and promotional materials.
• Gather feedback to identify opportunities for improvement for following year
• Perform other duties as assigned.

Skills

Microsoft Office

Event scheduling

Budgeting

Communication skills

Vendor coordination

Attention to detail

Education

Bachelor’s Degree

Job description

Please see Special Instructions for more details.

This is a temporary full-time position with an expected end date of March 15, 2027.

Position Information

Position Title

UIW Mission

University of the Incarnate Word is a Catholic institution that welcomes to its community persons of diverse backgrounds, in the belief that their respectful interaction advances the discovery of truth, mutual understanding, self-realization, and the common good.

Position Summary

The Center for Chaplaincy Event Coordinator-Temporary will assist with the planning, coordination, and execution of the annual Moral Leadership Symposium held in February 2027. The Center for Chaplaincy Event Coordinator reports to the Executive Director of Chaplaincy Education.
This is a temporary full-time position with an expected end date of March 15, 2027.

This position is not benefits eligible.

Job Duties

Job Duty Name

Description of Job Duties

• Plan, coordinate, and execute from initial concept through completion.
• Coordinate event logistics, including scheduling, locations, setup, equipment, catering, and supplies.
• Communicate with internal departments, vendors, speakers, guests, and event participants.
• Develop and maintain event timelines, checklists, and schedules.
• Assist with event budgets, purchasing, invoices, and expense tracking.
• Coordinate event registration, invitations, attendance, and participant communications.
• Arrange room setups, audiovisual needs, signage, and other event materials.
• Provide on-site support and troubleshoot issues during event.
• Ensure event follows university policies, procedures, and safety requirements.
• Assist with marketing and promotional materials.
• Gather feedback to identify opportunities for improvement for following year
• Perform other duties as assigned.

Qualifications

Knowledge Skills and Abilities

• Good skills using Microsoft Office Word, Excel, PowerPoint, and Outlook.
• Strong skills in scheduling, logistics, and event operations.
• Budgeting, purchasing, and expense tracking skills.
• Strong oral, written, verbal, and interpersonal communication skills.
• Strong attention to detail.
• Ability to effectively coordinate with vendors, staff, speakers, and event participants.
• Plan and prioritize work effectively while meeting deadlines.
• Manage competing priorities – event planning and coordination of tasks.
• Ability to effectively adapt to changing circumstances and resolve issues efficiently.
• Ability to maintain professionalism in interactions with diverse groups.
• Ability to work effectively with individuals from diverse communities and cultures and within a team environment
• Employees shall adhere to all rules and regulations of the University, the Conference, and the NCAA .

Required Education

Bachelor’s Degree. Note that up to two (2) years of experience will substitute for up to two (2) years of education on a year for year basis.

Required Work Experience

Two (2) yearsof experience in event planning, administrative support, customer service, hospitality, or a related area. Note that relevant academic, volunteer, internship, or campus experience may be considered in lieu of professional experience.

Preferred Qualifications

• Experience working with vendors, internal departments, or external partners.
• Experience in a higher education, nonprofit, or similar organizational environment.

Required Certifications, Licenses or Registrations

None specified.

Work Hours

Typical Monday through Friday 8am to 5pm with occasional extended hours/weekends to meet departmental needs.

Physical Demands

• Ability to lift up to 15 pounds of event equipment and/or supplies.
• Fine motor skills for the appropriate handling of event equipment and supplies.
• Ability to reach overhead, bend, squat to retrieve event equipment/materials.
• Ability to push/pull event carts/wagons used in special events holding up to 30lbs.
• Ability to regularly move about work area and event venues to actively assess and engage patients.

Posting Number

Posting Number AS2315PO

Number of Vacancies

Number of Vacancies 1

Job Type

Job Type Full Time

Job Category

Job Category Temporary Staff (non-exempt)

Desired Start Date

Desired Start Date 10/16/2026

Position End Date (if temporary)

Position End Date (if temporary) 03/15/2027

Reports to

Reports to Executive Director of Chaplaincy Education

Salary $22 per hour

Open Date

Open Date 09/28/2026

Close Date

Open Until Filled Yes

Special Instructions to Applicant

This is a temporary full-time position with an expected end date of March 15, 2027.

EOE

UIW is committed to a policy of equal opportunity in employment, without regard to race, color, sex, sexual orientation, citizenship status, national origin, age, marital status, disability, genetic information, gender identity or expression, veteran status, pregnancy, and religion (except in limited circumstances when religious preference is both permitted by law and deemed appropriate as a matter of University policy).

Title IX

This position is considered a “Responsible Employee” under Title IX federal regulations and “Mandatory Reporter” under Texas state law and the UIW Sexual Misconduct Policy. As a Mandatory Reporter, this position requires you as the employee to promptly report any incident that you witness or receive information about Title IX violations. These reporting responsibilities are set out in the UIW Sexual Misconduct Policy.

Required Documents

• Resume
• Cover Letter/Letter of Application

Optional Documents

• Other Document

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * How did you hear about this employment opportunity?
  • UIW Website
  • HigherEdJobs.com
  • Indeed
  • LinkedIn
  • WorkplaceDiversity.com
  • HispanicDiversity.com
  • BlackJobCenter.com
  • WomensJobCenter.com
  • VeteransConnect.com
  • Personal Referral
  • Employee Referral
  • Other
• If you selected other, please tell us where?

  (Open Ended Question)

• * This position requires a Bachelor's Degree and two years of experience in event planning, administrative support, customer service, hospitality, or a related area. Note that up to two years of experience will substitute for up to two years of education on a year for year basis. Note that relevant academic, volunteer, internship, or campus experience may be considered in lieu of professional experience.
  • No
  • Yes, Bachelor's Degree + 2 years required experience
  • Yes, 90 college hours + 3 year required experience
  • Yes, 60 college hours + 4 years required experience
• * Describe your budget management experience.

  (Open Ended Question)

• * Describe the most complex event you have ever planned and/or executed.

  (Open Ended Question)

• * Describe your digital and social media experience.

  (Open Ended Question)

• * List the Microsoft Office products with which you are experienced. Include your proficiency level in each and include special skills in each, where applicable. Examples of proficiency levels-None, Minimal, Limited, Proficient, Advanced, Expert. Examples of special skills: MS Outlook-mail merges; MS Excel-V-lookup & pivot tables.

  (Open Ended Question)