Event Coordinator

Job Description

Job Description

Apply on line at http : / / www.alohacare.org / Careers / Default.aspx

The Company :

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.

This is accomplished with emphasis on prevention and primary care through community health centers that founded us and continue to guide us as well as with others that share our commitment.

As Hawaii’s third-largest health plan, AlohaCare offers comprehensive prevention, primary and specialty care coverage in order to successfully build a healthy Hawaii .

The Culture :

AlohaCare employees share a passion for helping Hawaii’s most underserved communities. This passion for helping and caring for others is internalized and applied to our employees through a supportive and positive work environment, healthy work / life balance, continuous communication and a generous benefits package.

AlohaCare’s leadership empowers and engages its employees through frequent diversity, recognition, community, and educational events and programs.

AlohaCare has a strong commitment to support Hawaii’s families and reinforces a healthy work / home balance for its employees.

Because AlohaCare values honesty, respect and trust with both our internal and external customers, we encourage open-door, two-way communication through daily interactions, employee events and quarterly all-staff meetings.

AlohaCare’s comprehensive benefits package includes low cost medical, dental, drug and vision insurance, PTO program, 401k employer contribution, referral bonus and pretax transportation and parking program.

These employee-focused efforts contribute to a friendly, team-oriented culture which is positively reflected into the communities we serve.

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.

Employees have access to AlohaCare data based on the data classification assigned to this job title.

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.

Sedentary work involves sitting most of the time but may involve walking or standing for brief periods of time.

• Inside and outside working conditions
• No environmental hazards
• 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.

Our policy prohibits discrimination and harassment because of race, color, religion, sex (including gender identity or expression), pregnancy, age, national origin, ancestry, marital status, arrest and court record, disability, genetic information, sexual orientation, domestic or sexual violence victim status, credit history, citizenship status, military / veterans’ status, or other characteristics protected under applicable state and federal laws, regulations, and / or executive orders.