Part-time Special Events Coordinator, Continuing Education

University of Texas Southwestern Medical Center; Dallas (TX); Hybrid; USD 28,000 - 39,000; Part time

Benefits offered by this job

PPO medical plan

Paid Time Off

Retirement Programs

Job summary

UT Southwestern Medical Center is seeking a Part-time Special Events Coordinator to support the Special Events team. The role involves administrative, logistical, and on-site duties for various events, including donor events, conferences, and grand rounds.

Weekend and after-hours support is required for live continuing education activities. The position emphasizes meticulous event tracking, financial processing, and cross‑department collaboration to ensure smooth execution across multiple event

Qualifications

• Bachelor's Degree in related field or equivalent combination of education and experience.
• 1 year in administrative, event support, or coordination.

Responsibilities

• Provide administrative, logistical, and on-site support for the Special Events team.
• Manage event RSVP processes, guest lists, and on-site check-in.
• Create and organize event collateral, materials, and signage.
• Maintain event files, templates, and tracking for planning and reporting.
• Coordinate with faculty, staff, and vendors for donor events and meetings.
• Support pre- and post-event activities, including documentation and follow-up.

Skills

Administrative skills

Event coordination

Communication

Education

Bachelor's degree or equivalent

Job description

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

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.

BENEFITS

• 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!

EXPERIENCE AND EDUCATION

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

JOB DUTIES

• 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 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.