Special Events Planner

1 month ago

San Antonio, United States UT Health San Antonio Full time
Job Description

This position is based within the Center for Substance Use Training & Telementoring (C-STAT) at the Be Well Institute for Substance Use & Related Disorders. C-STAT provides high-quality education to healthcare providers, behavioral health professionals, and other specialists on best practices for responding to substance use. This role involves managing conferences, community events, and online learning sessions. Responsibilities include organizing project teams, assigning tasks, developing project schedules, and creating budget estimates for special event planning and management. Additionally, this position serves as the primary point of contact for vendors, suppliers, exhibitors, and speakers.

Responsibilities

  • Provides strategic and programmatic consultation to department staff and institutional colleagues for best practice relating to large event management (e.g., conferences, continuing medication education events) and online learning (e.g., webinars, Project ECHO), including event logistics, marketing and recruitment, and speaker management.
  • Ensures completion of detailed schedules for events from implementation to delivery and keeps management informed of any deviations.
  • Collaborates with others in the institution and external vendors as appropriate to plan the communication and marketing of events in partnership with university marketing staff, including invitations, fliers, advertisements, eblasts, and social media campaigns.
  • Monitors the status of events to include budgets, timelines, schedules, and schematics.
  • Liaises with continuing education (CE) offices to ensure all CE requirements are met for large and small events.
  • Leverages their network of community contacts and continually expands and stewards' relationships within this network to ensure broad community participation in Be Well Texas events and conferences.
  • Travels to areas outside of San Antonio on occasion to provide on-site support of Be Well Texas conferences and events that take place across Texas (travel is minimal but required).
  • Performs all other duties as assigned.
Qualifications
  • Detail oriented with meticulous planning, organizational and negotiating skills for multi-faceted educational events.
  • Extroverted and outgoing work and communication style; comfortable liaising with many community stakeholders with confidence and professionalism, including in-person outreach, phone communication, etc.
  • Excellent verbal and written communication skills, with strong attention to detail and grammar, for the production of publicly available materials (e.g., conference programs).
  • Extensive knowledge of all aspects of large event planning from food and beverage, AV, vendor contracts, continuing education credits, etc.
  • Proficiency in online learning tools including webinar software and learning management systems, for hosting live or asynchronous training offerings.
  • Familiarity with the use of conference applications (i.e., "apps") for enhanced large event attendee experiences.
  • Ability to handle multiple tasks under tight deadlines while still meeting budget.
  • Good problem-solving skills.
  • Ability to collaborate and gain cooperation in team-oriented environment.
EDUCATION:
  • Bachelor's degree is required.
LICENSE AND CERTIFICATION:
  • None.
About Us

Benefits Overview

UT Health San Antonio offers an excellent benefits package for its employees. Employees who work at least 20 hours a week, with an appointment of at least 4.5 months, are eligible for benefits.

Medical - UT SELECT Medical insurance is offered free for employees and administered by Blue Cross and Blue Shield of Texas. Family members can be added to the plan through payroll deduction. Employees and their dependents can also receive discounted copays and coinsurance when using UT Health Physicians, a network of 800 premier physicians including more than 100 specialists.

Dental - Three dental insurance plan options are available for employees and their families through Delta Dental Insurance Company, two PPOs and one dental HMO plan. Both PPO plans allow employees to choose any licensed dentist.

Vision - Fully insured Vision Care benefits are offered by Superior Vision Services. Two vision plan options that offer either standard or enhanced vision benefits. Life Employees receive $40,000 of group term life insurance and $40,000 of basic accidental death and dismemberment insurance for free, with options to purchase additional employee and dependent coverage for both at group rates.

Retirement - Employees are eligible for either the Teacher Retirement System (TRS) or the Optional Retirement Plan (ORP). TRS is a defined benefit retirement plan which UT Health matches employee contributions. ORP is for eligible faculty staff employees. Voluntary retirement programs are also available to invest before- or after-tax dollars with the choice of five quality retirement plan providers.

Time Off - A generous leave program offers multiple paid leave options:
  • Front-loaded Paid Time Off: 128 to 208 hours (16 to 26 days) of Paid Time Off based on years of service, given at the start of each fiscal year. PTO may be prorated in year one based on date of hire.
  • Extended Illness Bank: 8 hours (1 day) accrued per month which can be used for illness or injury after one day of Paid Time Off is taken.
  • Paid Family Leave: Up to 240 hours (6 weeks) to care for a spouse, child, or parent after 6 months of consecutive employment.
  • Holidays: 12 set paid holidays each year plus three floating holidays, which can be used anytime during the fiscal year.


FSAs - Employees can enroll in flexible spending accounts (FSAs) to set aside money from earnings before taxes for qualifying dependent day care expenses or out-of-pocket health care expenses.

Discounts - Employees enjoy a range of discounts on services, tickets, and gym membership.

EEO Statement

UT Health San Antonio is an equal employment opportunity and affirmative action employer. It is our policy to promote and ensure equal employment opportunity for all individuals without regard to race, color, religion, sex, gender identity, national origin, age, sexual orientation, disability, or veteran status.

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