Special Events Planner

Ut-Health-Science-Center-At-SAN-Antoni; San Antonio (TX); On-site; USD 60,000 - 90,000; Full time

Job summary

UT Health San Antonio is seeking an experienced event project manager to organize project teams, assign responsibilities, develop schedules, and manage budgeting for university events.

You will serve as the primary contact for vendors, exhibitors, speakers, and staff, coordinating with internal departments to ensure timely delivery and effective communication across all event components.

Qualifications

• Detail oriented with meticulous planning, organizational and negotiating skills.
• Ability to handle multiple tasks and/or exhibit projects under tight deadlines while still meeting budget.
• Ability to manage multiple exhibit projects simultaneously while adhering to deadlines and budget requirements.

Responsibilities

• Provides strategic and programmatic consultation to department staff and institutional colleagues.
• Ensures completion of detailed schedules for events from implementation to delivery and keeps management informed of deviations.
• Collaborates with internal departments and external vendors to plan communications for events, including invitations, fliers, advertisements and staff assignments.
• Monitors status of events including budgets, timelines, schedules and schematics.
• Coordinates with internal departments, external vendors, contractors, and venues to ensure successful exhibit delivery and execution.
• Assists in the development and distribution of exhibit-related communications, promotional materials, signage, and informational content.
• Monitors exhibit budgets, project milestones, logistics, layouts, and floor plans to ensure objectives are achieved efficiently.

Skills

Detail oriented

Budgeting

Vendor coordination

Team leadership

Communication

Education

Bachelor's Degree

Job description

Responsible for organizing project teams, assigning responsibilities, developing project schedules and budgeting estimates. Serves as point of contact for vendors, suppliers, exhibitors, speakers etc.

Responsibilities

• Provides strategic and programmatic consultation to department staff and institutional colleagues.
• Ensures completion of detailed schedules for events from implementation to delivery and keeps management informed of any deviations.
• Collaborates with others in the institution and external vendors as deemed appropriate to plan the communication of events, including invitations, fliers, advertisements and staff assignments.
• Monitors status of events to include budgets, timelines, schedules and schematics.
• Performs all other duties as assigned.
• Coordinates with internal departments, external vendors, contractors, and venues to ensure successful exhibit delivery and execution.
• Assists in the development and distribution of exhibit-related communications, promotional materials, signage, and informational content.
• Monitors exhibit budgets, project milestones, logistics, layouts, and floor plans to ensure objectives are achieved efficiently.

Qualifications

• Detail oriented with meticulous planning, organizational and negotiating skills.
• Ability to handle multiple tasks and/or exhibit projects under tight deadlines while still meeting budget.
• Ability to manage multiple exhibit projects simultaneously while adhering to deadlines and budget requirements.
• Ability to build productive relationships and work collaboratively with internal teams, vendors, and stakeholders.
• Excellent verbal and written communication skills.
• Ability to collaborate and gain cooperation in team-oriented environment.

Education:

Bachelor's Degree is required.

Experience:

Five (5) years related experience is required.

Required Skills

• Five (5) years related experience is required.

This position may require the ability to maintain the security and integrity of UT San Antonio and its infrastructure per Texas EO-GA-48.

Job Info

• Job Category Administration
• Locations 0828 Grossman Bldg, San Antonio, TX, 78229, US (On-site)
• Job Schedule Full time
• Organization M4825 - CC/SABCS, M4800 - Mays Cancer Center, M1000 - Dean Medical School, UT Health Science Center, UT Health Science Center