Events Coordinator, Administration, University Health Services

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Position Open To:

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Weekly Scheduled Hours:

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Job Details:

General Notes

Our mission at Healthyhorns is to enhance the health and well-being of students' bodies, minds and lives in support of their academic and personal goals.

Healthyhorns is the umbrella brand encompassing University Health Services, Counseling and Mental Health Center and Longhorn Wellness Center. Together, the departments work to enhance the health and well-being of students' bodies, minds and lives in support of their academic and personal goals.

University Health Services (UHS) is an accredited on-campus medical facility dedicated to addressing the varied healthcare needs of UT Austin students. UHS provides comprehensive services, including general medical care, public health education and specialty clinics.

The University of Texas at Austin offers a competitive benefits package that includes but not limited to:

• 100% employer-paid basic medical coverage
• Retirement contributions
• Paid vacation and sick time
• Paid holidays

Please visit UT Austin's Human Resources (HR) website at https://hr.utexas.edu/prospective/benefits to learn more about the total benefits offered.

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.

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 seamlessly 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 Range

$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 - 5PM, 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

Importantfor applicants who are NOT current university employees or contingent workers:You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure thatALLRequired Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers:As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left-hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled into your application. The application is one-page and you will be prompted to upload your resume. In addition, you must respond to the application questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

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Retirement Plan Eligibility:

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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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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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.