Event Coordinator

Are you ready for new challenges and new opportunities?

Please make sure you read the following details carefully before making any applications.

Join our team!

AlohaCare is a local, non-profit health plan serving the Medicaid and Medicare dual eligible population. We provide comprehensive managed care to qualifying health plan members through well-established partnerships with quality health care providers and community-governed health centers.

Our mission is to serve individuals and communities in the true spirit of aloha by ensuring and advocating access to quality health care for all.

The Opportunity :

The Event Coordinator at AlohaCare is responsible for planning, organizing, and executing a variety of events, including health fairs, community outreach programs, internal meetings, and conferences as identified by AlohaCare Event Committee.

This role requires a detail-oriented individual with excellent organizational and communication skills to ensure all events run smoothly and meet the organization’s objectives.

Primary Duties and Responsibilities :

• In coordination with relevant public facing departments, coordinate all aspects of events, including :
• Resources (supplies, tents, tables), personnel coordination, and staff travel
• Logistics (venue, catering, entertainment, decorations)
• Manage and track event resources, including :
• Promotional giveaway items
• Durable goods (tents, tablecloths, tables and chairs)
• Print materials
• Ensure events have appropriate personnel support, including :
• Volunteer recruitment
• Context-appropriate staffing
• SMEs recruited for paneling and speaking engagements
• Oversee event tracking platform including :
• Ensure timely updates as additional information is available or changes arise
• Prompt relevant stakeholders to provide updates and after-action reports
• Prepare quarterly and annual reports on event outcomes
• Coordinate annual assessment and planning session review activities and plan for upcoming calendar year based on outcomes, budgets, and priorities
• Ensure that events are appropriately staffed including identifying set-up and breakdown tasks and ensuring volunteers and staff are informed and prepared appropriately.
• Develop and manage event budgets for major events, ensuring all expenditures are tracked and within budget.
• Establish and maintain relationships with vendors and venues to secure the best rates and services.
• Complete all required deliverables prior to event.
• Ensure all events comply with health and safety regulations and AlohaCare policies.
• Create and maintain event information within AlohaCare’s event intranet site for internal reporting.
• Attend events to promote AlohaCare.
• Coordinate with the Marketing department on any special mailings or promotions required to drive attendance at AlohaCare events.
• Create monthly and quarterly lead-generating activity calendar that forecasts estimated attendance and qualified leads per event.
• Notify CMS of upcoming monthly Medicare events in accordance with CMS Marketing Guidelines.
• Perform other duties as assigned.
• Responsible to maintain AlohaCare’s confidential information in accordance with AlohaCare policies, and state and federal laws, rules and regulations regarding confidentiality.

Requirements :

• High school diploma or equivalent combination of education and experience.
• Minimum of 2-3 years of experience in event planning or coordination, preferably within the healthcare industry.
• Current valid Hawaii driver’s license and access to an insured vehicle.
• Excellent organizational and time management skills.
• Experience with computer systems and software programs (Word, Excel, Access, PowerPoint, and Outlook).
• Excellent interpersonal skills and ability to work with cross-functional teams.
• Ability to work independently in the absence of supervision.
• Strong communication and organizational skills.

Preferred Requirements :

Past sales, relationship marketing or training experience, and who possess an understanding or experience working within the community aging services network.

Mental, Physical and Environmental Demands :

• Sedentary Work : Exerting up to 20 pounds of force occasionally and / or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.
• Inside and outside working conditions.
• Requires operation of general office equipment to include PC.

Salary Range : $20.00 - $25.00 an hour

AlohaCare is committed to providing equal employment opportunity to all applicants in accordance with sound practices and federal and state laws.

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