Events Coordinator, Administration, University Health Services
Phase2 Technology, Austin, TX, United States
Job Purpose
To plan, coordinate, and execute UHS outreach clinics and departmental events; generate and distribute health program documentation and clinic logistics; support Continuing Medical Education (CME) planning and accreditation activities; develop and maintain UHS forms and related materials; and provide comprehensive administrative, operational, and event-planning support to UHS leadership, clinical departments, and the UHS Administrative Suite.
Benefits
100% employer-paid basic medical coverage
Retirement contributions
Paid vacation and sick time
Paid holidays
Responsibilities
Facilitates health event programs & clinic coordination for flu shot outreach clinics, summer camper/special programs, blood/tissue drive co‑sponsorship, and spring immunization clinics.
Serves as primary UHS event planner (coordinates, plans, and executes events for UHS including, but not limited to ensuring audio/visual needs are met, securing meeting space, room set‑up and tear‑down, OOEFs, invitations, catering, refreshments, supplemental supply purchasing, vendor payments, and reimbursements).
Assists the Continuing Medical Education (CME) Chair with CME activity planning and maintaining the Healthyhorn's status as an accredited provider.
Performs administrative duties of the UHS Administrative Suite including office coverage, reserving meeting space for recurring meetings, managing conference room calendars, maintaining forms and fulfilling copy/laminating requests, managing parking permits, and creating Qualtrics surveys.
Provides administrative support for Clinical Department Chiefs.
Demonstrates professionalism and commitment to quality care by adhering to customer service standards, respecting patient rights and confidentiality, following policies and procedures, and actively supporting continuous improvement initiatives.
Demonstrates regular and punctual attendance pattern.
Participates in other activities as appropriate and as assigned.
Required Qualifications
Bachelor's degree and three years of experience managing complex events involving multiple stakeholders and evolving logistical requirements; or high school graduation/GED/Associate Degree and five years of equivalent event coordination as described above.
At least two years of administrative support and performing complex administrative functions.
Demonstrated proficiency with Microsoft Office applications, including Word, Excel, Outlook, PowerPoint, and Teams.
Strong project management and organizational skills with attention to detail.
Demonstrated ability to prioritize responsibilities, problem solve, manage multiple concurrent projects, and meet overlapping deadlines.
Excellent communication skills coupled with a professional demeanor.
Demonstrated regular and punctual attendance pattern, customer service‑oriented behavior and excellent public relations skills.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
More than the required years of experience.
Experience with University of Texas at Austin facilities and vendors.
Working knowledge of University of Texas at Austin policy and process for payment vouchers in DEFINE (entertainment, travel, vendor invoices).
Experience in managing virtual and hybrid meetings on Teams and Zoom, including navigating between applications during live sessions.
Experience creating Qualtrics surveys.
Experience with Adobe InDesign.
Working knowledge of basic video editing tools.
Experience taking committee meeting minutes.
Salary
$55,000 per year
Working Conditions
May work around standard office conditions
May work around biohazards
Repetitive use of a keyboard at a workstation
Use of manual dexterity
Lifting and moving
Exposure to chemicals and commercial items typically found in offices, medical clinics, and building repairs/maintenance.
Work Shift
100% on site
Monday – Friday, 8 AM – 5 PM, with one‑hour unpaid lunch
Extended work hours may be required on event days
Required Materials
Resume/CV
3 work references with their contact information; at least one reference should be from a supervisor
Letter of interest
Equal Opportunity Employer
The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.
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To plan, coordinate, and execute UHS outreach clinics and departmental events; generate and distribute health program documentation and clinic logistics; support Continuing Medical Education (CME) planning and accreditation activities; develop and maintain UHS forms and related materials; and provide comprehensive administrative, operational, and event-planning support to UHS leadership, clinical departments, and the UHS Administrative Suite.
Benefits
100% employer-paid basic medical coverage
Retirement contributions
Paid vacation and sick time
Paid holidays
Responsibilities
Facilitates health event programs & clinic coordination for flu shot outreach clinics, summer camper/special programs, blood/tissue drive co‑sponsorship, and spring immunization clinics.
Serves as primary UHS event planner (coordinates, plans, and executes events for UHS including, but not limited to ensuring audio/visual needs are met, securing meeting space, room set‑up and tear‑down, OOEFs, invitations, catering, refreshments, supplemental supply purchasing, vendor payments, and reimbursements).
Assists the Continuing Medical Education (CME) Chair with CME activity planning and maintaining the Healthyhorn's status as an accredited provider.
Performs administrative duties of the UHS Administrative Suite including office coverage, reserving meeting space for recurring meetings, managing conference room calendars, maintaining forms and fulfilling copy/laminating requests, managing parking permits, and creating Qualtrics surveys.
Provides administrative support for Clinical Department Chiefs.
Demonstrates professionalism and commitment to quality care by adhering to customer service standards, respecting patient rights and confidentiality, following policies and procedures, and actively supporting continuous improvement initiatives.
Demonstrates regular and punctual attendance pattern.
Participates in other activities as appropriate and as assigned.
Required Qualifications
Bachelor's degree and three years of experience managing complex events involving multiple stakeholders and evolving logistical requirements; or high school graduation/GED/Associate Degree and five years of equivalent event coordination as described above.
At least two years of administrative support and performing complex administrative functions.
Demonstrated proficiency with Microsoft Office applications, including Word, Excel, Outlook, PowerPoint, and Teams.
Strong project management and organizational skills with attention to detail.
Demonstrated ability to prioritize responsibilities, problem solve, manage multiple concurrent projects, and meet overlapping deadlines.
Excellent communication skills coupled with a professional demeanor.
Demonstrated regular and punctual attendance pattern, customer service‑oriented behavior and excellent public relations skills.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
More than the required years of experience.
Experience with University of Texas at Austin facilities and vendors.
Working knowledge of University of Texas at Austin policy and process for payment vouchers in DEFINE (entertainment, travel, vendor invoices).
Experience in managing virtual and hybrid meetings on Teams and Zoom, including navigating between applications during live sessions.
Experience creating Qualtrics surveys.
Experience with Adobe InDesign.
Working knowledge of basic video editing tools.
Experience taking committee meeting minutes.
Salary
$55,000 per year
Working Conditions
May work around standard office conditions
May work around biohazards
Repetitive use of a keyboard at a workstation
Use of manual dexterity
Lifting and moving
Exposure to chemicals and commercial items typically found in offices, medical clinics, and building repairs/maintenance.
Work Shift
100% on site
Monday – Friday, 8 AM – 5 PM, with one‑hour unpaid lunch
Extended work hours may be required on event days
Required Materials
Resume/CV
3 work references with their contact information; at least one reference should be from a supervisor
Letter of interest
Equal Opportunity Employer
The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.
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