UT Health Coordinator, Conference Operations in Texas

Coordinator, Conference Operations

Texas

Media/Communications

UTHealth Administration

Requisition #: 170000DM

Position Summary:

Oversees and supports the operation of one or more of the university’s conference facilities. Manages the facilities calendar, communicates proactively with clients (actual and potential) and supports client needs in planning and executing events.

Position Key Accountabilities:

  1. Oversees all aspects of the smooth operation of the conference facility to ensure the ongoing service provided is proactive and professional.

  2. Develops, implements and manages the facility’s policies and procedures ensuring all activities and events take place in compliance with federal and state laws as well as with UTHealth policies, rules and regulations.

  3. Reviews and approves/denies requests to use the conference facility, schedules events and maintains the conference facility’s calendar.

  4. Communicates openly and proactively; organizes tours to interested parties; explains rules, regulations and policies to clients; secures User Agreements with clients; communicates client needs to the conference facility’s technology and event support staff.

  5. Develops cost estimates, creates and sends invoices, tracks payments and keeps accounting for all the conference facility’s events, expenses and revenues.

  6. Interacts smoothly with university and non-university entities, including representatives from all UTHealth schools, departments and student groups, their partner organizations, outside vendors, major speakers and distinguished guests. Represents department and UTHealth in an exemplary manner to promote the conference facility and ensure its smooth operation.

  7. Attends events to provide on-site support and assist with set-up and clean-up as needed. Provides support audiovisual technical staff and other event support staff.

  8. Maintains accurate and up-to-date files/data on requests, usage and events, including customer satisfaction surveys. Keeps upper management informed of key activities and makes regular progress reports.

  9. Monitors inventory of supplies, equipment and furnishings. Reports repairs or missing items immediately. Work proactively to preserve and improve the physical plant and grounds.

  10. Participates in the creation of the conference facility’s annual budget, negotiates service contracts, reports on progress and authorizes expenditures.

  11. In conjunction with Public Affairs, may create and edit various communications and marketing materials (brochures, website content, etc.) to promote the conference facility.

  12. Other duties as assigned.

Certification/Skills:

Outstanding interpersonal and communication skills.

Proficiency in MS Office package, especially in Word and Excel.

Proven track record in multi-tasking, creative problem solving, effective team building and teamwork, and excellent oral and written communication skills.

Minimum Education:

Bachelor’s degree or relevant work experience in lieu of education.

Minimum Experience:

Three years of related experience in project and/or event management.

Physical Requirements:

Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects.

Security Sensitive:

This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code § 51.215.

University of Texas Health Science Center at Houston (UTHealth)

Established in 1972 by The University Board of Regents, The University of Texas Health Science Center at Houston (UTHealth) is Houston’s Health University and Texas’ resource for health care education, innovation, scientific discovery and excellence in patient care. The most comprehensive academic health center in the UT System and the U.S. Gulf Coast region, UTHealth is home to schools of biomedical informatics, biomedical schiences, dentistry, nursing and public health and the John P. and Kathrine G. McGovern Medical School. UTHealth includes The University of Texas Harris County Psychiatric Center and a growing network of clinics throughout the region. The university’s primary teaching hospitals include Memorial Hermann – Texas Medical Center, Children’s Memorial Herman Hospital and Harris Health Lyndon b. Johnson Hospital.

UTHealth Benefits UTHealth offers a comprehensive and competitive benefits package. For more information on our benefits programs please refer to the UTHealth Office of Benefits Website.

https://www.uth.edu/benefits/benefits-summary.htm

Equal Employment Opportunity Statement UTHealth is committed to providing equal opportunity in all employment-related activities without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, genetic information, gender identity or expression, veteran status or any other basis prohibited by law or university policy. Reasonable accommodation, based on disability or religious observances, will be considered in accordance with applicable law and UTHealth policy. The University maintains affirmative action programs with respect to women, minorities, individuals with disabilities, and eligible veterans in accordance with applicable law.