Events Coordinator

Job Description

Job Description

This position is responsible for planning, organizing, and executing hospital, community, and private events. The position will also be responsible for chairing and planning all hospital fundraising and community outreach event functions.

This position will ensure that all events scheduled will represent the brand of JDMC in a professional and high-quality manner.

Must maintain flexible hours according to the events schedule.

Starting salary : $50,000 based on experience

Responsibilities :

Responsible for planning, coordinating, and directing all aspects of the reservation of the Conference Center or hospital grounds.

Collaborates with client(s) to determine event requirements, including but not limited to : audio / visual support, layout preferences, menus, outside vendors, and cost.

Actively participates in marketing of the Conference Center. Serves as the primary point of contact for event related inquiries.

Create event proposals, including cost estimates and client’s request requirements.

Maintains a calendar of events for both internal and external use of the Conference Center or hospital grounds. Notifies affected internal departments or outside vendors of any updates or changes when changes occur to ensure client’s requests are fulfilled at the time of the event.

Completes the preparation of the event set-up per client's requirements. If assistance for the event setup or event staff is needed, coordinates with applicable departments and / or vendors and oversees the completion of event set-up.

Responsible for determining staffing needs of events. If additional hospital staff are needed, coordinates with the applicable departments.

Serves as supervisor of any additional staff during the necessary time frame by assigning staff tasks and guidance.

Coordinates with external vendors to ensure a professional execution of events to include set-up and tear down. Manage vendor relationships to ensure the proper delivery of services / products.

Serves as the primary point of contact for all event logistics. Manages, and oversees event on the day of to include anticipating alternate plans in the event of weather and / or other unforeseen circumstances.

Communicates effectively to address client’s questions, concerns, and additional requests.

Conduct post-event evaluations for both internal and external events and analyzes event metrics and feedback. Fosters relationships with clients to develop partnerships and return event business.

Coordinates with internal departments for assistance in the development of promotional material, signage, and branding for hospital events.

Serves as the chairperson for hospital planned events to include fund raising, employee acknowledgement, dinners, etc. Plans, develops, and implement comprehensive event plans for hospital sponsored events by working collaboratively with all departments to ensure that hospital events are well coordinated and successful.

Types of events include but are not limited to employee appreciation events, department events, conference / symposiums, holiday celebrations, community outreach events, fundraising events, etc.

Maintains detailed records and documentation related to event planning, expenses, and outcomes and submits them to the Operations Division Director.

Documentation should include invoices, billing, and reports for rented Conference Center or hospital grounds events and will be submitted on a monthly basis at minimum.

Coordinates with the Operations Division Director and Comptroller in developing of pricing and advertising for the Conference Center.

Develops Conference Center departmental budget. Ensures effective and efficient use of the Conference Center budget and is accountable to the budgeted allotment for the department.

Maintains Conference Center inventory and notifies supervisor of any discrepancy and / or replacement needs.

Develop, review, manage department policies and procedures. Reviews will be updated as needed or on an annual basis.

Demonstrates safety awareness while performing assigned tasks to include appropriate lifting techniques, awareness of surroundings, using equipment properly, following policy guidelines when lifting and using proper body mechanics.

Follows all policies and procedures relating to kitchen safety and sanitation. Follows and complies with department policy for pushing / pulling / lifting up to 25 pounds and obtains assistance for weights over 25 pounds.

Follows infection control policy, procedures, and guidelines by using proper hand-washing techniques.

Maintains flexible hours to fulfill both internal and external planned events schedule.

Knowledgeable of hospitality industry trends and best practices to continuously improve events and create positive outcomes.

Attended continuing education training related to assigned tasks or as directed by supervisor.

Performs related work as assigned.

Requirements :

• Knowledge, Skills and Abilities required at this level include knowledge of the methods of organization and management; of agency policies and procedures;
• of basic research and statistical techniques. Ability is required to establish and maintain effective working relationships with others;
• to communicate effectively, both orally and in writing; to exercise good judgment in analyzing situations and making decisions;

and to organize and present facts and opinions.

Education and Experience requirements at this level consist of a bachelor's degree in business or hospitality, communications, public relations or other related field;

and two years of professional experience as an events planner / coordinator or similar experience; or an equivalent combination of education and experience, substituting one year of qualifying experience for each year of the required education.

About J.D. McCarty Center :

J.D. McCarty Center is a pediatric rehabilitation hospital for children with disabilities birth to 21 years of age. We are a unique 36 bed hospital.

Patient are admitted for a 30-day evaluation during which they are assigned a treatment team consisting of nursing unit, physical therapy, occupational therapy, speech therapy, ABA therapy, nutritional services, social services, psychological services, behavioral analysis, and recreational therapy.

Our 80-acres campus includes a on-site elementary, intermediate, and high school which is staffed by Norman Public School teachers.

Patients may continue treatment needs beyond the 30-days as an in-patient in habilitation status based upon progress or placement needs.

J.D. McCarty Center benefits include :

• Shift Differential
• Health Insurance Benefit allowance including Dental, Life, and Disability insurance
• Optional insurance of Vision, Supplemental Life, Dependent Health, and Dependent Life
• Insurance options available to customize your health and dental needs
• Flexible Spending plans available
• Defined Contribution Retirement Plan
• 3 weeks of Annual Leave and 3 weeks of Sick Leave per year
• 11 paid holidays per year
• Longevity Bonus beginning on your 2nd year of employment
• Employee Assistance Program a confidential resource regarding personal and family concerns
• Tobacco and vape free facility.
• COVID Safety protocols in place to include pre-screening, masks, routine employee testing, and use of on-line meetings to limit in-person contact when necessary.

Employees can also take advantage of other opportunities such as state employee discounts, continuing education, supplemental insurance plans, credit unions.

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