Part-time Special Events Coordinator, Continuing Education

About the Organization

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.

About the Role

Under general direction, the Part-time Special Events Coordinator interacts with external audiences including major donors, alumni, community leaders, elected officials, non-profit foundations, and vendors, as well as internal audiences including 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.

Responsibilities

• 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.

Requirements

• Bachelor's Degree in a related field or equivalent combination of education and experience.

Preferred Qualifications

• 1 year in administrative, event support, or coordination.

Benefits

UT Southwestern is proud to offer a competitive and comprehensive benefits package to eligible employees, including:

• 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.

Location

Texas-Dallas-5323 Harry Hines Blvd

This position is security-sensitive and subject to Texas Education Code 51.215, which authorizes UT Southwestern to obtain criminal history record information.