University of Utah
Priority Review Date (Note - Posting may close at any time)
Job Summary
The University of Utah Department of Biochemistry is seeking an experienced event planner/coordinator to join our department and lead the planning and execution of high‑quality events that meets and exceeds client expectations.
This position will plan, implement and coordinate various details associated with meetings, seminars, conferences, faculty visits, social events, and other related activities. It will involve arrangements for location, food, transportation, and setting schemes for visitors.
Responsibilities
Oversees or coordinates all departmental events, including visiting faculty, seminars, and retreat planning.
Arranges speakers’ travel, negotiates pricing with hotels, caterers, prints, and other vendors.
Builds and maintains relationships with vendors, clients, and stakeholders.
Posts flyers and advertises the event, determines content and layout for marketing tools, produces brochures, posters, banners, and other promotional items.
Arranges, receives, sets up, and cleans up catering; may need to set up tables and chairs as required.
Acts as the primary contact for questions regarding all department events.
Develops and processes contracts, and coordinates travel.
Manages all aspects of events, including budgets, tracking expenses, contacting vendors, and coordinating with necessary departments and units.
Prepares reports and identifies future improvements.
Assists department administrators in preparing annual budgets for all upcoming events and monitors special event budgets.
Event planning for guest speakers
Travel arrangements – arrange flight, hotel, and transportation.
Schedule – coordinate faculty meetings with guest, lunch with trainees, seminar, and dinner with faculty.
Honorarium – fill out required paperwork and submit for payment.
Reimbursement – email guest for any expense receipts and submit for payment.
Faculty recruiting season
Manages calendar of events – acquire faculty availability, acquire all Health Science event conflicts, compile a list of optimal dates for candidate visits.
Send list of potential dates to core faculty.
Enter list of dates into the intranet’s team page.
Manage the intranet’s team page for each search.
Maintain page with list of candidate interviews.
Manage profile page for each candidate with all visit info included.
Advertise candidate visits electronically and in print.
Arrange all aspects of candidate visits, including schedule, flights, hotel, and transportation.
Gather candidate feedback – post to the intranet’s team page and save in a secure file on server.
Arrange second visits for selected candidates and partners.
Fund raising activities
Partner with University Advancement on annual Giving Day campaign, providing assistance with marketing initiatives within the Department of Biochemistry.
Support philanthropic efforts within the Department, maintaining an annual calendar of stewardship and donor engagement plans in collaboration with Department and Advancement leadership; engage with department leadership, faculty and students on donor initiatives as appropriate.
Attend monthly Advancement meetings to support growing culture of philanthropy within the Department.
Coordinate donor recognition in departmental communications, web content, and events to highlight philanthropic impact.
Minimum Qualifications Requires a Bachelor’s degree in a related area or equivalency (one year of education can be substituted for two years of related work experience) and 3 years of progressively more responsible events coordination experience. Demonstrated human relations and effective communication skills required. A related field may include but is not limited to: Business, Communications, Hotel / Hospitality Management, Sports Management, and Public Relations.
Demonstrated leadership skills in planning and supervising employees and processes.
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
Preferences Three years of experience working with and organizing events, social schedules, conferences, etc.
Extremely strong organizational skills, experience using project management software, high level of customer service, strong attention to detail, ability to anticipate potential problems and plan accordingly, ability to function and problem‑solve under high levels of stress, high level of professionalism, creative thinking, problem solving, growth mindset, quick learning, adaptability, and openness to feedback and direction.
Familiar with Concur travel arrangement system and University of Utah systems a plus.
Posting Specific Questions
* Do you have a related Bachelor's degree or equivalency? (2 years related work experience may be substituted for 1 year of education)
Yes
No
* How many years of related work experience do you have?
Less than 1 year
1 year or more, but less than 3 years
3 years or more, but less than 5 years
5 years or more, but less than 8 years
8 years or more
Required Documents
Resume
Cover Letter
Optional Documents
Historical Only – Do Not Use – See Description for More Information – Appropriate discharge document (such as DD‑2214) – Veteran Only
Historical Only – Do Not Use – See Document Description for More Information – Addendum to the University of Utah – Veteran Only
The University of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients.
All qualified individuals are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.
The University of Utah is an affirmative action/equal opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy‑related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.
University Human Resource Management 250 East 200 South, Suite 125 Salt Lake City, UT 84111 Contact: (801) 581-2169 Email: employment@utah.edu
#J-18808-Ljbffr
Job Summary
The University of Utah Department of Biochemistry is seeking an experienced event planner/coordinator to join our department and lead the planning and execution of high‑quality events that meets and exceeds client expectations.
This position will plan, implement and coordinate various details associated with meetings, seminars, conferences, faculty visits, social events, and other related activities. It will involve arrangements for location, food, transportation, and setting schemes for visitors.
Responsibilities
Oversees or coordinates all departmental events, including visiting faculty, seminars, and retreat planning.
Arranges speakers’ travel, negotiates pricing with hotels, caterers, prints, and other vendors.
Builds and maintains relationships with vendors, clients, and stakeholders.
Posts flyers and advertises the event, determines content and layout for marketing tools, produces brochures, posters, banners, and other promotional items.
Arranges, receives, sets up, and cleans up catering; may need to set up tables and chairs as required.
Acts as the primary contact for questions regarding all department events.
Develops and processes contracts, and coordinates travel.
Manages all aspects of events, including budgets, tracking expenses, contacting vendors, and coordinating with necessary departments and units.
Prepares reports and identifies future improvements.
Assists department administrators in preparing annual budgets for all upcoming events and monitors special event budgets.
Event planning for guest speakers
Travel arrangements – arrange flight, hotel, and transportation.
Schedule – coordinate faculty meetings with guest, lunch with trainees, seminar, and dinner with faculty.
Honorarium – fill out required paperwork and submit for payment.
Reimbursement – email guest for any expense receipts and submit for payment.
Faculty recruiting season
Manages calendar of events – acquire faculty availability, acquire all Health Science event conflicts, compile a list of optimal dates for candidate visits.
Send list of potential dates to core faculty.
Enter list of dates into the intranet’s team page.
Manage the intranet’s team page for each search.
Maintain page with list of candidate interviews.
Manage profile page for each candidate with all visit info included.
Advertise candidate visits electronically and in print.
Arrange all aspects of candidate visits, including schedule, flights, hotel, and transportation.
Gather candidate feedback – post to the intranet’s team page and save in a secure file on server.
Arrange second visits for selected candidates and partners.
Fund raising activities
Partner with University Advancement on annual Giving Day campaign, providing assistance with marketing initiatives within the Department of Biochemistry.
Support philanthropic efforts within the Department, maintaining an annual calendar of stewardship and donor engagement plans in collaboration with Department and Advancement leadership; engage with department leadership, faculty and students on donor initiatives as appropriate.
Attend monthly Advancement meetings to support growing culture of philanthropy within the Department.
Coordinate donor recognition in departmental communications, web content, and events to highlight philanthropic impact.
Minimum Qualifications Requires a Bachelor’s degree in a related area or equivalency (one year of education can be substituted for two years of related work experience) and 3 years of progressively more responsible events coordination experience. Demonstrated human relations and effective communication skills required. A related field may include but is not limited to: Business, Communications, Hotel / Hospitality Management, Sports Management, and Public Relations.
Demonstrated leadership skills in planning and supervising employees and processes.
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
Preferences Three years of experience working with and organizing events, social schedules, conferences, etc.
Extremely strong organizational skills, experience using project management software, high level of customer service, strong attention to detail, ability to anticipate potential problems and plan accordingly, ability to function and problem‑solve under high levels of stress, high level of professionalism, creative thinking, problem solving, growth mindset, quick learning, adaptability, and openness to feedback and direction.
Familiar with Concur travel arrangement system and University of Utah systems a plus.
Posting Specific Questions
* Do you have a related Bachelor's degree or equivalency? (2 years related work experience may be substituted for 1 year of education)
Yes
No
* How many years of related work experience do you have?
Less than 1 year
1 year or more, but less than 3 years
3 years or more, but less than 5 years
5 years or more, but less than 8 years
8 years or more
Required Documents
Resume
Cover Letter
Optional Documents
Historical Only – Do Not Use – See Description for More Information – Appropriate discharge document (such as DD‑2214) – Veteran Only
Historical Only – Do Not Use – See Document Description for More Information – Addendum to the University of Utah – Veteran Only
The University of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients.
All qualified individuals are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.
The University of Utah is an affirmative action/equal opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy‑related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.
University Human Resource Management 250 East 200 South, Suite 125 Salt Lake City, UT 84111 Contact: (801) 581-2169 Email: employment@utah.edu
#J-18808-Ljbffr