Company: UT Southwestern Medical Center
Location: Dallas, TX
Position: Full-Time Position
Department: Hospitality, Event and Tourism Management

Apply online at Job Description - Department Events Coordinator, Internal Medicine (775751) (taleo.net)

The Department of Internal Medicine is searching for an experienced Department Events Coordinator for the Chair’s office. The Department Events Coordinator will play a pivotal role in orchestrating and executing a wide range of events to enhance departmental engagement and foster a positive and collaborative work environment. Your responsibilities will include planning and coordinating various events, such as medical Grand Rounds, research/leadership conferences, symposiums, and employee engagement activities within the department’s divisions and other departments from UT Southwestern. This role requires a keen attention to detail, strong organizational skills, and the ability to manage multiple tasks simultaneously. You will collaborate directly with the Department Chair and Vice-Chairs, internal and external vendors, other outside institutions and ensure seamless event execution, from conceptualization to post-event evaluations. Your creativity, excellent communication skills, and problem-solving abilities will contribute to the success of each event, enhancing overall departmental cohesion and employee satisfaction. Success in this position demands a high level of professionalism and excellent communication skills. This position is eligible for a hybrid work schedule. 

Experience and Education

Minimum Requirements

• Bachelor’s degree in event planning, business administration, or related field.
• One (1) year of experience in event planning or events required.
• Applicants without the stated preferred degree, but with significant additional related experience may be considered. 

Primary Job Duties

• Handling of all Department of Internal Medicine Official Event Request forms.
•  Verifies that all divisions have correctly reconciled events.
• Coordinates all aspects of weekly Grand Rounds sessions (verification and approval of CC&L forms, communication with speakers/guests, logistics on the day of Grand Rounds, submission of payments related to Grand Rounds sessions, CME credit coordination).
• Coordinates and assists in the planning and organization of the yearly Seldin Symposium.
• Coordinates and/or assists in the planning and execution of other department conferences/symposiums (e.g. Leadership and research conferences/retreats).
• Assist in the coordination and execution of all Internal Medicine CME course events.
• Organization and coordination of yearly graduation.
• Manage the Chair’s office endowment expenditures and assist in the preparation of annual reports.
• Oversees all Internal Medicine resident events.
• Establish and maintain relationships with internal and external vendors and venues.
• Tracks project performance and status of deliverables for events, specifically to ensure the successful and timely completion of short- and long-term deliverables and goals.
• Performs administrative duties as relating to the position including compilation of guest and attendance list, monitoring event budgets, creating event summaries for post-event evaluation and discussions.
• Will work closely with the Internal Medicine Communications and Marketing team, as well as UTSW creative services, Editorial, Production, and Internal Communications teams to ensure planned support and promotional materials are accurate, complete, and promoted as appropriate.
• Pays invoices and/or submits purchase orders related to events as needed.
• Performs other administrative duties as assigned.

 Additional Duties

• Assists with coordinating various aspects of department events with internal and external vendors.
• Assists with organizing and planning logistics (e.g. coordination of details and approvals with primary points-of-contact, development of promotional materials including printed and digital materials, facility selection, swag and marketing materials, transportation, photography and A/V resources, etc.) for department-oriented events.
• Tracks project performance and status of deliverables for events, specifically to ensure the successful and timely completion of short- and long-term deliverables and goals.
• Performs administrative duties as relating to the position including compilation of guest and attendance lists, monitoring event budgets, creating event summaries for post-event evaluation and discussions.
• May work closely with Creative Services, Editorial, Production, and Internal Communications teams to ensure planned support and promotional materials are accurate, complete, and promoted as appropriate.
• Pays invoices related to events as needed.
• Performs other duties as assigned. 

Knowledge, Skills & Abilities

Work requires proficient in Microsoft Office suite (Excel, PPT, Word) Work requires demonstrated ability to manage multiple projects and exercise decision-making and problem-solving skills. Work requires the ability to monitor and maintain budget. Work requires excellent interpersonal, organization, and project management skills. Work requires exceptional client and vendor management skills. Work requires attention to detail and be self-disciplined and a multitasker.

Working Conditions

Work is performed primarily in general office area. Available to work early mornings, evenings, or weekends on the occasions when needed. 

To learn more about the benefits UT Southwestern offers visit https://www.utsouthwestern.edu/employees/hr-resources/

For general COVID-19 information, applicants should visit https://www.utsouthwestern.edu/covid-19/work-on-campus/

This position is security-sensitive and subject to Texas Education Code 51.215, which authorizes UT Southwestern to obtain criminal history record information. 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. To learn more, please visit: https://jobs.utsouthwestern.edu/why-work-here/diversity-inclusion.

Primary Location

: Texas-Dallas-5323 Harry Hines Blvd

Work Locations

: 

5323 Harry Hines Blvd 

5323 Harry Hines Blvd 

 Dallas 75390

Job

: Professional & Executive

Organization

: 415000 - IM-Department Administration

Schedule

: Full-time

Shift

: Day Job

Employee Status

: Regular

Job Type

: Standard

Job Posting

: Mar 7, 2024, 4:25:05 PM