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, events materials, and independently coordinates small donor events while supporting larger institutional events with logistics and on-site event support.
This role requires a high level of professionalism, as the Special Events Coordinator will regularly interact with legislature, executives, and donors. The ideal candidate is a proactive, go-getter who is eager to learn, and ready to put in the work to support a high-performing team. This is a fast-paced environment managing 200+ events annually, so success in this role requires adaptability, strong ownership, and the ability to stay organized and composed under pressure.
This is a hybrid position that is generally 3 - 4 days in office during the busy season, with 2 days per week during the slow season. Ability to work nights and weekends as needed is required.
BENEFITS
UT Southwestern is proud to offer a competitive and comprehensive benefits package to eligible employees. Our benefits are designed to support your overall wellbeing, and include:
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.
