EVENTS SPEC 2

About the role

The Transaction & Project Coordinator serves as a key contributor to the planning, coordination, and execution of events and engagement activities that support the mission and strategic priorities of the HEDI office. This role leads end-to-end event development—including project planning, logistics, budget tracking, policy compliance, vendor coordination, and creation of event materials—ensuring high-quality experiences for UC Davis Health learners, staff, faculty, and community members.

In addition to managing events, the Transaction & Project Coordinator provides project-management support for special initiatives across HEDI portfolios, including developing work plans, coordinating timelines and deliverables, preparing communications, analyzing data trends, and recommending improvements to advance organizational goals. The position also serves as an internal consultant, offering event and engagement expertise to team members, leaders, and collaborative partners.

The Transaction & Project Coordinator applies broad knowledge of UC Davis Health and campus policies to evaluate issues, identify solutions, and adapt to evolving priorities. The role requires strong independent judgment, excellent customer-service skills, and the ability to maintain professionalism while engaging with diverse stakeholders. As a representative of HEDI, the Transaction & Project Coordinator supports outreach efforts, fosters community engagement, and contributes to the sustainability and success of HEDI programs and initiatives.

This position reports to the Chief Administrative Officer and serves as a support partner to HEDI portfolios for engagement-related activities as assigned.

Responsibilities

• Lead full-cycle event management, including planning, logistics, production flow, and execution of large-scale, high-visibility events (55%).
• Provide project and portfolio support for special initiatives, including developing work plans, coordinating timelines, tracking deliverables, preparing communications, and analyzing data (40%).
• Serve as an internal consultant on event and engagement strategies for team members, leaders, and partners.
• Apply UC Davis Health and campus policies to evaluate issues, identify solutions, and adapt to evolving priorities.
• Manage budgeting and financial oversight, including preparing, tracking, and reconciling event budgets while ensuring compliance with university policies.
• Collaborate with internal and external partners, including executive leadership, faculty, officials, learners, and community stakeholders.
• Support HEDI programs and initiatives that advance UC Davis Health’s values of kindness, trust, and inclusion (5%).

Requirements

• 3–5 years of experience in full-cycle event management, including planning, logistics, and execution of large-scale, high-visibility events.
• 3–5 years of project-management experience, including meeting facilitation, agenda preparation, and action-item tracking.
• Advanced organizational and multitasking abilities, with the capacity to prioritize independently and manage competing deadlines in a fast-paced environment.
• Excellent communication skills, including clear verbal, written, and interpersonal communication with diverse stakeholders.
• Demonstrated ability to work effectively with diverse populations, applying inclusive, equity-centered event practices.
• Experience with budgeting and financial oversight, including preparing, tracking, and reconciling event budgets.
• Strong analytical and problem-solving skills, including the ability to make independent decisions and navigate ambiguity.
• Technical proficiency with Windows OS, Microsoft Office Suite, and the ability to generate reports, communications, and event documentation.
• Ability to collaborate and build consensus with internal and external partners, including executive leadership and community stakeholders.

Preferred Qualifications

• Proficiency with UC systems and administrative tools, such as Aggie Expense, ConnexUC/BCD Travel, and Qualtrics.

About the department

The Office for Health Equity by Design for Inclusive Excellence (HEDI) is dedicated to ensuring fair treatment and access to healthcare for individuals of all genders, races, backgrounds, or identities. HEDI promotes fair policies, builds trustworthy community partnerships, and encourages lifelong learning to achieve health equity. The office is responsible for reporting, consulting, coaching, and training the UC Davis Health campus in areas of inclusive excellence.

Pay

$28.16 – $48.47 per hour (Grade 19).

Schedule

• Full-time (100% time).
• Monday–Friday, 8:00 AM–5:00 PM.
• Hybrid (mix of on-site and remote work).

Benefits

• High-quality, low-cost medical, dental, and vision plans (UC pays premiums for dental and vision).
• Extensive leave benefits, including pregnancy/parental leave, family/medical leave, paid holidays, and paid time off.
• Continuing education allowance and education reimbursement program.
• Access to free professional development courses and learning opportunities.
• WorkLife and wellness programs, including on-site Employee Assistance Program with free mental health services.
• Supplemental insurance options (life, disability, pet, legal).
• Public Service Loan Forgiveness (PSLF) qualified employer and student loan repayment assistance.
• Retirement benefit options, including pension and retirement savings plans.

Physical and environmental demands

• Standing: Occasional (up to 3 hours).
• Walking: Occasional (up to 3 hours).
• Sitting: Frequent (3 to 6 hours).
• Lifting/Carrying: Occasional (0–50 lbs, up to 3 hours).
• Pushing/Pulling: Occasional (0–50 lbs, up to 3 hours).
• Bending/Stooping/Squatting/Kneeling/Twisting/Climbing/Reaching: Occasional (up to 3 hours).
• Keyboard use/repetitive motion: Frequent (3 to 6 hours).
• Environmental: Occasional exposure to loud noise, temperature/humidity changes, uneven surfaces, or extreme temperatures (up to 3 hours).
• Mental: Frequent sustained attention, complex problem-solving, organization/prioritization, communication, numerical skills, and customer/patient contact (3 to 8+ hours). Continuous multitasking (6 to 8+ hours).