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Details

**Open Date** 10/22/2025

**Requisition Number** PRN43380B

**Job Title** Events Supervisor

**Working Title** Events Supervisor

**Career Progression Track** E

**Track Level** M1 - Supervisor

**FLSA Code** Nonexempt

**Patient Sensitive Job Code?** No

**Standard Hours per Week** 40

**Full Time or Part Time?** Full Time

**Shift** Day

Work Schedule Summary

**VP Area** U of U Health - Academics

**Department** 01502 - Department of Biochemistry

**Location** Campus

**City** Salt Lake City, UT

**Type of Recruitment** External Posting

**Pay Rate Range** 18.89 to 32.85

**Close Date** 01/21/2026

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 clients expectations.

This position will plan, implement and coordinate various details associated with meetings, seminars, conferences, faculty visits, social events, and other related activities. Will be involved in making arrangements for location, food, transportation, and setting scheules for visitors.

Responsibilities

**Event planning** :

+ Oversees or coordinates all departmental events. This includes visiting faculty, seminars, and retreat planning.

+ Arranges speakers travel, negotiates pricing with hotels, caterer, prints and other vendors.

+ Build and maintains relationships with vendors, clients, and stakeholders.

+ Post flyers and advertise the event, determines content and layout for marketing tools for events. Produces brochures, posters, banners, and other promotional items needed for the event.

+ Arrange, receive, setup, and clean up catering. May need to set up tables and chairs as needed.

+ Acts as the primary contact for questions regarding all department events.

+ Develops & processes contracts, and coordinates travel.

+ Coordinates and manages all aspects of events. This entails managing budgets for each event, tracking expenses, contacting vendors and service providers, coordinating with necessary departments, units, or groups.

+ Prepares reports and identifies future improvements.

+ Assists department administrators in preparing annual budgets for all the events for upcoming budget year. Monitors special event budgets.

**Event planning for guest speakers** :

+ Travel arrangements – arranges 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 dates that are optimal for candidates to visit.

+ 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.

+ Manages profile page for each candidate with all visit info included.

+ Advertise candidate visits electroinically 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 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 of Biochemistry.

+ 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, be able to function and problem solve under high levels of stress, high level of professionalism, creative thinking, problem solving, growth mindset, quick learning, adaptable, open to feedback and direction.

Familiar with Concur travel arrangement system and University of Utah systems a plus.

**Type** Benefited Staff

Special Instructions Summary

Additional Information

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.

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 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 ( OEO /AA). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/

Online reports may be submitted at oeo.utah.edu

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.