Conference & Event Administrative Coordinator - University of North Texas System

Title: Conference & Event Administrative Coordinator

Employee Classification: Administrative Coordinator

Campus: University of North Texas - Health Science Center

Division: HSC-Div of Rsrch & Innovation

SubDivision-Department: HSC-Health Institutes & Centers

Department: HSC-Inst for Health Disparities-300220

Job Location: Fort Worth

Salary: $ 20 / hourly

FTE: .48

Retirement Eligibility: Not Retirement Eligible

About Us - Values Overview:

Department Summary

The Institute for Health Disparities (IHD) conducts research, training and community outreach in the areas of minority health, health disparities and workforce diversity. Constituting the IHD are the Texas Center for Health Disparities, National Research Mentoring Network, Texas CEAL Consortium, Diversity Training Programs, AIM-AHEAD and the NIMHD Endowment.

Position Overview

The Conference and Events Administrative Coordinator will plan and organize conferences, meetings, and events for IHD. The responsibilities involve coordinating all aspects of events coordination such as logistics, vendor management, attendee, speaker and stakeholder engagement, and execution.

Minimum Qualifications

• Bachelor's degree and three (3) years of related experience; or equivalent combination of education and experience.

Knowledge, Skills and Abilities

• Experience coordinating conferences, events and/or programs
• Excellent communication and interpersonal skills.
• Ability to work independently, determine priorities, and make appropriate decisions.
• Strong analytical and problem-solving skills.
• Ability to be self-sufficiency and an ability to work with minimal supervision.
• Attention to detail.

Preferred Qualifications

• N/A

Required License/Registration/Certifications

• N/A

Job Duties:

• Coordinate all logistical aspects of the conference and event, including but not limited to, room/space reservations, accommodations, transportation, facilities arrangements, technical arrangements, and catering services, supporting planning meetings
• Negotiate contracts with vendors and service providers, coordinate the booking of services, as well as process timely payments 
• Manage conference and event registrations and ensure effective communication of all event logistics with attendees and other stakeholders 
• Correspond with conference and event speakers and other key stakeholders including but not limited to logistics, event details, presentation, technical requirements, and expectations 
• Coordinate arrangements for speakers and other stakeholders, including but not limited to transportation, accommodations, itinerary planning, and payments 
• Assist in creating materials for conferences and events as well as take photos and videos and coordinate other required communications materials 
• Manage conference and event operations on the day of such as setup, breakdown, coordinating with vendors, and supporting attendees and speakers 
• Assist with conference and event data tracking and reporting needs 
• Other duties as assigned 

Work Schedule:

• Up to 19 hours per week;
• Schedule TBD

Driving University Vehicle:

No

Security Sensitive:

This is a Security Sensitive Position.

Special Instructions:

N/A

Benefits:

For information regarding our Benefits, click here.

EEO Statement:

The University of North Texas System is firmly committed to equal opportunity and does not permit -- and takes actions to prevent -- discrimination, harassment (including sexual violence) and retaliation on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity or expression, age, disability, genetic information, or veteran status in its application and admission processes, educational programs and activities, facilities and employment practices. The University of North Texas System immediately investigates complaints of discrimination and takes remedial action when appropriate. The University of North Texas System also takes actions to prevent retaliation against individuals who oppose any form of harassment or discriminatory practice, file a charge or report, or testify, assist or participate in an investigative proceeding or hearing.