Events Supervisor

Join to apply for the Events Supervisor role at University of Utah Health Research

Open Date: 10/22/2025
Close Date: 01/21/2026
Pay Rate Range: $18.89 to $32.85 per hour

The University of Utah Department of Biochemistry seeks an experienced event planner/coordinator to lead the planning and execution of high‑quality events that meet and exceed client expectations. This position will design, coordinate, and manage a variety of departmental events including meetings, seminars, conferences, faculty visits, and social events. Responsibilities include arranging venue, catering, transportation, and scheduling for visitors, as well as marketing, budgeting, & reporting.

• Oversee or coordinate all departmental events, including visiting faculty, seminars, and retreats.
• Arrange speaker travel and negotiate pricing with hotels, caterers, vendors, and other partners.
• Build and maintain relationships with vendors, clients, and stakeholders.
• Develop marketing materials, such as flyers, brochures, posters, banners, and promotional items.
• Arrange, receive, set up, and clean up catering; set up tables and chairs as needed.
• Serve as the primary contact for all event‑related questions.
• Develop and process contracts and coordinate travel arrangements.
• Manage event budgets, track expenses, coordinate with internal departments, and maintain accurate financial records.
• Prepare post‑event reports and identify future improvements.
• Assist department administrators in preparing annual budgets for all events and monitor special event budgets.

• Arrange travel, including flight, hotel, and transportation.
• Coordinate schedules for faculty meetings, lunches, seminars, and dinners.
• Manage honorarium paperwork and reimbursement claims.
• Collect expense receipts from guests and submit for payment.

• Manage the event calendar, acquire faculty availability, and compile optimal dates for candidate visits.
• Distribute date lists to core faculty and maintain the intranet team page.
• Maintain candidate profiles and visit information, advertise visits electronically and in print.
• Coordinate all aspects of candidate visits, including schedule, flights, hotel, and transportation.
• Collect and post candidate feedback to the intranet and secure records on the server.
• Arrange second visits for selected candidates and partners.

• Partner with University Advancement on annual Giving Day campaigns and marketing initiatives.
• Maintain an annual calendar of stewardship and donor engagement plans in collaboration with leadership.
• Attend monthly Advancement meetings to support a culture of philanthropy.
• Coordinate donor recognition in communications, web content, and events.

• Bachelor’s degree in a related area or equivalent (one year of education can be substituted for two years of related work experience). 3 years of progressively responsible event coordination experience required. Demonstrated human relations, communication, and leadership skills; experience supervising employees and processes. Must be able to perform essential functions of the job.

• Three years of experience working with and organizing events, social schedules, conferences, etc.

• Extremely strong organizational skills, project‑management software experience, high level of customer service, attention to detail, problem‑solving under stress, professionalism, creative thinking, and adaptability.

• Familiarity with Concur travel system and University of Utah systems is a plus.

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 identity, gender expression, pregnancy, genetic information, or protected veteran’s status.

All qualified individuals are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants upon request. Reasonable accommodations for the application process will be provided to individuals with disabilities. To request an accommodation, contact the Director/Title IX Coordinator in the Office of Equal Opportunity and affirmative action.