Transaction & Project Coordinator

Job Summary

The Transaction & Project Coordinator serves as a key contributor to the planning, coordination, and execution of events and engagement activities that support the mission and strategic priorities of the HEDI office. This role leads endtoend event development - including project planning, logistics, budget tracking, policy compliance, vendor coordination, and creation of event materials - ensuring high quality experiences for UC Davis Health learners, staff, faculty, and community members.

In addition to managing events, the Transaction & Project Coordinator provides project management support for special initiatives across HEDI portfolios. This includes developing work plans, coordinating timelines and deliverables, preparing communications, analyzing data trends, and recommending improvements to advance organizational goals. The position also serves as an internal consultant, offering event and engagement expertise to team members, leaders, and collaborative partners.

The Transaction & Project Coordinator applies broad knowledge of UC Davis Health and campus policies to evaluate issues, identify solutions, and adapt to evolving priorities. The role requires strong independent judgment, excellent customer service skills, and the ability to maintain professionalism while engaging with diverse stakeholders. As a representative of HEDI, the Transaction & Project Coordinator supports outreach efforts, fosters community engagement, and contributes to the sustainability and success of HEDI programs and initiatives.

This position reports to the Chief Administrative Officer and serves as a support partner to HEDI portfolios for engagement related activities as assigned.

• 3-5 years of experience in fullcycle event management.
• 3-5 years of project management experience.
• 3-5 years of experience in fullcycle event management, including planning, logistics, production flow, and execution of large scale, high visibility events. Working knowledge of concepts, principles and practices of event planning and production and public relations.
• Strong project management skills, including meeting facilitation, agenda preparation, action item tracking, and the ability to lead planning meetings with diverse stakeholders.
• Advanced organizational and multitasking abilities, with the capacity to prioritize. independently, manage frequent interruptions, and meet competing deadlines in a fastpaced environment. Working organizational skills, including skill in effectively coordinating and organizing multiple details. Excellent organizational abilities appropriate to effective calendar management and/or volunteer scheduling.
• Excellent communication skills, including clear verbal, written, and interpersonal communication with faculty, staff, students, leadership, and community members.
• Demonstrated ability to work effectively with diverse populations, understanding cultural and constituent needs and applying inclusive, equity centered event practices.
• Experience with budgeting and financial oversight, including preparing, tracking, and reconciling event budgets and ensuring compliance with university policies.
• Strong analytical and problem solving skills, including the ability to make independent decisions, navigate ambiguity, identify issues, and develop solutions or referrals.
• Technical proficiency, including Windows OS, Microsoft Office Suite, and the ability to generate data, reports, communications, and event documentation.
• Ability to collaborate and build consensus with internal and external partners, including executive leadership, faculty, officials, learners, and community stakeholders, while contributing to high stakes, high visibility initiatives.
• Ability to work professionally under pressure and under tight deadlines ensuring excellence customer service support.

• Proficiency with UC systems and administrative tools, such as Aggie Expense, ConnexUC/BCD Travel, Qualtrics, and related financial or travel platforms.

• 55% - Events Specialist
• 40% - Project, Portfolio, and Special Projects Support
• 5% - HEDI Team Member

The Office for Health Equity by Design for Inclusive Excellence (HEDI) is dedicated to ensuring fair treatment and access to health care for individuals of all genders, races,…