AlohaCare
Event Coordinator
AlohaCare, Honolulu, Hawaii, United States, 96814
Are you ready for new challenges and new opportunities?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 travelLogistics (venue, catering, entertainment, decorations)
Manage and track event resources, including:
Promotional giveaway itemsDurable goods (tents, tablecloths, tables and chairs)Print materials
Ensure events have appropriate personnel support, including:
Volunteer recruitmentContext-appropriate staffingSMEs recruited for paneling and speaking engagements
Oversee event tracking platform including:
Ensure timely updates as additional information is available or changes arisePrompt relevant stakeholders to provide updates and after-action reportsPrepare 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 prioritiesEnsure 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 hourAlohaCare is committed to providing equal employment opportunity to all applicants in accordance with sound practices and federal and state laws.
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Resources (supplies, tents, tables), personnel coordination, and staff travelLogistics (venue, catering, entertainment, decorations)
Manage and track event resources, including:
Promotional giveaway itemsDurable goods (tents, tablecloths, tables and chairs)Print materials
Ensure events have appropriate personnel support, including:
Volunteer recruitmentContext-appropriate staffingSMEs recruited for paneling and speaking engagements
Oversee event tracking platform including:
Ensure timely updates as additional information is available or changes arisePrompt relevant stakeholders to provide updates and after-action reportsPrepare 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 prioritiesEnsure 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 hourAlohaCare is committed to providing equal employment opportunity to all applicants in accordance with sound practices and federal and state laws.
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