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Supervisor of Event Planning
- University of Utah (Salt Lake City, UT)
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Details
**Open Date** 12/12/2025
**Requisition Number** PRN43828B
**Job Title** Event Planning Management
**Working Title** Supervisor of Event Planning
**Career Progression Track** M00
**Track Level** M1 - Supervisor
**FLSA Code** Administrative
**Patient Sensitive Job Code?** No
**Standard Hours per Week** 40
**Full Time or Part Time?** Full Time
**Shift** Day
Work Schedule Summary
**VP Area** President
**Department** 01355 - HCI Senior Leadership
**Location** Campus
**City** Salt Lake City, UT
**Type of Recruitment** External Posting
**Pay Rate Range** 68500 - 81000
**Close Date** 12/26/2025
Priority Review Date (Note - Posting may close at any time)
Job Summary
We are seeking a collaborative and experienced Supervisor of Event Planning to lead and coordinate the planning, execution, and evaluation of high-impact events across the CEO and Administrative Offices. The Events Planner will lead the full scope of event planning and execution, supported by a dedicated staff resources and cross-functional contributors from areas such as communications, administrative, and talent teams. This role provides direction and coordination to ensure all participants work collaboratively toward successful delivery, even when some contributors report to other managers. This role ensures all aspects of the event are managed effectively and delivered successfully, aligning with organizational goals and enhancing stakeholder engagement.
Qualifications:
* University degree or equivalent experience and a minimum of 3 years prior related experience and 1 year of leadership experience. Strong organizational and project management skills.
* Excellent communication and interpersonal abilities.
* Proficiency with purchasing/procurement processes, ability to manage multiple vendors, ability to communicate with executive leaders to make effective recommendations for an event regarding in-house and externally needed resources.
* Proficiency with event management tools, tools for management of contact lists, ability to update templates for programs, agendas, talking points; ability/willingness to manage other resources including signage, registration equipment, and basic AV equipment.
* Ability to manage multiple events and priorities simultaneously.
* Requires basic management approaches such as work scheduling, prioritizing, coaching, and process execution.
* Requires specialized knowledge of technical or operational practices within assigned discipline.
_Huntsman Cancer Institute is committed to cancer prevention, care, and survivorship for all communities within the area we serve – which includes Idaho, Montana, Nevada, Utah, and Wyoming – with impact worldwide._
_In your cover letter or during your interview process, we invite you to share how your professional experiences have prepared you to serve as a member of our team as we work to reduce the cancer burden experienced by all people and communities. This may include description of your prior experiences related to research, prevention, clinical care, community engagement/outreach, training, administration, or other areas relevant to Huntsman Cancer Institute’s mission and this position._
Learn more about the great benefits of working for University of Utah: benefits.utah.edu
The department may choose to hire at any of the below job levels and associated pay rates based on their business need and budget.
Responsibilities
+ Lead the end-to-end planning, supervision, and execution of events, including strategy, logistics, and post-event evaluation, ensuring alignment, on-site supervision, and promote organizational goals and Huntsman Cancer Institute’s brand.
+ Coordinate and direct a cross-functional team of contributors (e.g., Internal Communications, Admin, Talent) to assist with event implementation, ensuring smooth collaboration and successful outcomes. Serve as the central point of accountability for all event components, including venue selection, catering, transportation, equipment setup, and material coordination, while managing event setup, teardown, and cleanup to ensure seamless operations.
+ Identify opportunities to enhance efficiency and high end events, including development of templates for regularly-needed materials (e.g., programs, name badges), vendors who can deliver in a timely and cost effective manner, and event on site resources to ensure high end operations (e.g., signage, printers for last minute needs). Also, it will require ability to make recommendations for and handle end to end details of new events, including those held offsite requiring complex logistical considerations.
+ Provide clear direction and timelines to support team members, vendors, and collaborators to ensure seamless execution.
+ Willingness to work as needed to deliver and execute on events, including presence for activities occurring before/after business hours, and on weekends; management of offsite events, as well as addressing event needs that may peak in the days leading up to the event.
+ Coordinate technical and AV needs for events, including arranging microphones, projectors, virtual links, and internet access for guests to support both in-person and virtual experiences.
+ Work with Communications to design invitations, printed materials, and promotional content, and manage event advertising through newsletters, social media, and email campaigns to maximize event visibility and engagement.
+ Oversee guest experience elements such as registration, check-in, decor, name tags, accessibility accommodations, and hospitality touches to create a welcoming and inclusive environment for all attendees. Also manage appropriate clean up with the venue and support staff.
+ Prepare cost estimates, obtain necessary approvals, manage contracts, and coordinate vendor payments to ensure events are delivered within budget and in compliance with organizational policies.
+ Serve as the primary point of contact during events, resolving issues and ensuring smooth execution from start to finish.
+ Collect attendee feedback, prepare post-event reports, and analyze outcomes to inform and improve future event planning and execution.
+ Assist with planning and execution of internal and external events such as groundbreakings, dedications, and sponsorships at galas and other functions that fall outside the CEO /Administrative Office scope, representing the organization in the broader community.
+ Execute an events strategy that enhances the Huntsman Cancer Institute brand and marketing strategy, serving multiple audiences, being sensitive to efficient and effective use of resources.
Minimum Qualifications
**EQUIVALENCY STATEMENT :** 1 year of higher education can be substituted for 1 year of directly related work experience (Example: bachelor’s degree = 4 years of directly related work experience).
**Supervisor, Event Planning Management:** Requires a bachelor’s (or equivalency) + 2 years of directly related work experience or a master’s (or equivalency) degree.
Preferences
+ Experience with high-level executive events and donor engagement.
+ Experience both with small, medium, and large events, planning/hosting VIP guests, internal and external events experience.
+ Familiarity with budgeting, contract negotiation, and vendor management.
+ Background in communications or marketing support.
**Type** Benefited Staff
Special Instructions Summary
Additional Information
_The University of Utah values candidates who have experience working in settings with students from diverse backgrounds and possess a strong commitment to improving access to higher education for historically underrepresented students._
_Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities and protected veterans are 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 the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both._
_To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action:_
_Director/ Title IX Coordinator_
_Office of Equal Opportunity and Affirmative Action ( OEO /AA)_
_383 University Street, Level 1 OEO Suite_
_Salt Lake City, UT 84112_
_801-581-8365_
_Online reports may be submitted at_ **oeo.utah.edu**
_For more information:_
https://www.utah.edu/nondiscrimination/
_To inquire about this posting, email:_
_or call 801-581-2300._
_The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules._
_This position may require the successful completion of a criminal background check and/or drug screen._
_https://safety.utah.edu/safetyreport This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South._
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