Events Coordinator

Job Title: Events Coordinator

Reports to: Deputy Director

Initial Salary Range: $56,500 - $66,500 annually

Benefits: Health, Vision, & Dental Insurance, Retirement Contributions, PTO, and Paid Holidays

Classification: Salaried, Exempt

Status: Full-Time (1.00 FTE), Regular w/ Benefits

Location: Portland, OR

JOB SUMMARY

About the Northwest Portland Area Indian Health Board (NPAIHB)

The Northwest Tribes have long recognized the need to exercise control over the design and development of health care delivery systems in their local communities. To this end, they formed the Northwest Portland Area Indian Health Board (also referred to as NPAIHB or "the Board") in 1972.

Guided by a vision of "Health and Wellness for the Seventh Generation," NPAIHB is a 501(c)3 designated (non-profit) organization and Tribal organization, P.L. 93-638, under the Indian Self-Determination and Education Assistance Act (ISDEAA) serving the 43 federally recognized Tribes in the states of Idaho, Oregon, and Washington (Northwest Tribes). Tribes become voting members of the Board through resolutions passed by their governing body. Each member Tribe designates a delegate to serve on the NPAIHB Board of Directors.

Led by our Board of Directors, NPAIHB's mission is to "eliminate health disparities and improve the quality of life of American Indians and Alaska Natives by supporting Northwest Tribes in their delivery of culturally appropriate, high-quality health programs and services." We have a staff of over 120 professionals dedicated to advancing Tribal health for the 7th generation in the Pacific Northwest.

The NPAIHB's Strategic Plan 2020-2025 can be found .

Position Summary

The Events Coordinator supports the goals and objectives of NPAIHB projects and departments by planning and leading events, trainings, and conferences put on by the organization, as well as staff development and engagement events. This position manages every detail of these events from conception to post-event clean-up and close out tasks. The Events Coordinator must have the ability to work under pressure and meet tight deadlines, and prior event planning and management experience, preferably in a Tribal setting.

The Events Coordinator reports to the Deputy Director. This scope of work is housed within the Administrative Division.

This position is based at NPAIHB's offices in Portland, Oregon. Local travel and/or overnight travel outside of the area is required approximately 25% of the time. This position requires regular travel within the Northwest (Washington, Oregon, and Idaho), and working outside of normal business hours as needed.

Essential Functions
Organizational and Programmatic Events Excellence and Success

• Supports the management of high-quality, well-organized, and fiscally responsible events for NPAIHB programs, projects, and organization-wide meetings along with NPAIHB staff, Tribal partners, consultants, vendors, and other stakeholders
• Collaborates with NPAIHB staff, external partners, vendors, and others as needed to meet events-related goals and objectives, including organizational event continuity and the NPAIHB strategic plan
• Engages in effective project management practices to monitor all event work plans and timelines
• Participates in (and leads, where appropriate) all events-related meetings and program discussions
• Communicates regularly with NPAIHB events contacts (such as project directors, assigned project staff, and leadership) about issues, timelines, and/or decisions
• Attends regular (monthly or otherwise) meetings with Project Directors and maintains awareness of upcoming and potential events and their associated timelines, scope, and planning needs
• Provides technical assistance and training around basics of event logistics to NPAIHB as requested
• Provides staff support (including planning, event management, and close-out activities) to NPAIHB Quarterly Board of Directors Meetings (QBMs)

Full Scope Events Coordination

• Manages logistics for special events with NPAIHB staff, including securing vendors, coordination of services, donations (if applicable), facility layout, and event setup (both prior to and the day of)
• Determines event planning needs and requests, including the event site, concepts and/or themes, budget, Information Technology needs, speakers/presenters, target audience, timeline and deadlines, and communication plans in collaboration with NPAIHB leadership, project directors, and assigned event staff as appropriate
• Develops and manages work plans, timelines, and budgets for each event to assure seamless, successful, and cost-appropriate events
• Researches and identifies optimal venue options and event dates, and contacts venues to determine feasibility and negotiate pricing based on applicable U.S. General Services Administration (GSA) rates
• Obtains bids from potential event venues (including two or more for the same event when required by procurement policies) and prepares summaries comparing options for review and consideration
• Selects venues from available options in collaboration with NPAIHB event staff, including holding meetings with stakeholders and facilitating communication as appropriate
• Sets up and maintains software applications for events registration and engagement
• Facilitates background checks of attendees as appropriate with Human Resources staff
• Collaborates with NPAIHB Purchasing Agent to set up direct billing and payment with venue for hotel rooms or lodging, food and beverages, and/or other event space needs
• Collaborates with NPAIHB Purchasing Agent and contracted travel coordinator to make travel arrangements for guests and participants invited to events (such as rental vehicles, flights, and applicable insurance coverage)
• Develops banquet event orders and event specifications which clearly communicate details to both venues and on-site contacts
• Collaborates with NPAIHB Information Technology and Communications staff and/or other vendors as needed to ensure event spaces are optimally set up for audio and video needs
• Ensures event venues have appropriate arrangements, configurations, and setup for seating, signs/banners, and decorations (including table and seating arrangements, tablecloths, name cards, centerpieces etc.)
• Secures any additional items and/or equipment needed at venues prior to events, and coordinates their delivery, placement, removal, cleaning, and return following their usage or event completion
• Serves as an on-site point of contact with venue and event staff, vendors, and others in various specialized and/or supporting roles to ensure smooth and seamless events
• Ensures event venues are cleaned up and returned to original or preferred specifications following the conclusion of activities and/or events as appropriate
• Works with NPAIHB staff to solicit and evaluate event feedback through surveys, comment cards, or other related activities

Organizational Events Communications & Support

• Collaborates with NPAIHB Communications staff to manage internal and external communications about organizational and programmatic events
• Maintains events calendar for NPAIHB organization-wide (internal) communications, and the events calendar on the NPAIHB website
• Prepares event presentations (for both NPAIHB programs and external partners) as requested
• Assists Communications staff in creating promotional materials for events across select media
• Ensures events-related documents, presentations, promotional materials, and other media created and/or drafted by others follows the NPAIHB branding style guide and organizational communications policies

Fiscal & Budgetary Functions

• Adheres to NPAIHB policies and procedures in the development and review of vendor contracts, events and programmatic budgets, purchase orders, and other associated expense activities
• Facilitates budget expenditures through partnership with staff to ensure events and related costs remain on budget and compliant with the funding requirements of applicable granting agencies
• Reviews itemizations and other details of invoices from venues for accuracy, and works with vendors to make any necessary corrections as needed
• Following confirmation of the validity of invoice information, submits invoices along with purchase orders and proper cost center and General Ledger codes to project director/leadership staff and finance staff for approval
• Ensures prompt payment to vendors, including tracking the payment process to completion in collaboration with the Purchasing Agent, project directors, and/or leadership staff

Administrative and Reporting Functions

• Maintains well-organized filing systems for all events related required documentation and supporting records (both electronic and hard copy) in compliance with both NPAIHB and funding agency requirements, including securely archiving files as appropriate
• Maintains a centralized cloud-based file storage and collaborative space (using Microsoft SharePoint, Teams, or other similar platforms) for vendor contracts, Native vendors and contractors, Native-owned or affiliated venues, and other associated communications and information
• Submits a Monthly Activity Report (MAR) to the Deputy Director at the end of each month, and any additional reports required to track project activities as needed

Other Duties

• Performs other duties as assigned by the Deputy Director and/or Executive Director or designee

Standards of Conduct

• Act in service to the Tribes and Tribal communities we serve
• Uphold the Mission, Values, and Vision of the NPAIHB
• Maintain the highest level of confidentiality with all NPAIHB information and documentation
• Consistently exhibit professional behavior and a high degree of personal and professional integrity and impartiality appropriate to the responsible and confidential nature of the position
• Exercise good judgment and initiative in performance of duties and responsibilities
• Demonstrate high emotional intelligence in the performance of all duties and responsibilities
• Orientation toward learning, innovation, service, and the building of second-line leadership
• Commitment to building an organizational culture which centers NPAIHB's service to Tribes, promotes professional excellence, and builds an environment where employees grow and thrive
• Commitment to build an inclusive workplace across a range of identities and experiences, including (but not limited to) geography, age, gender identity, gender expression, sexual orientation, ethnicity, class, language, disability, religion, spiritual practices, and immigration status
• Sees diversity as a strength, and equity as a baseline
• Work in a cooperative manner with all levels of management and with all NPAIHB staff
• Effectively plan, organize workload, and schedule time to meet workload demands
• Use reasonable judgment to consistently display professional work attire during normal business hours, and/or dress appropriately for the workday, space, or event in lieu of a formal dress code
• Be present, available, and responsive for meetings and calls during regular working hours
• Commit to sharing knowledge and building expertise by participating in all virtual spaces in our workplace with cameras on
• Show consideration by communicating effectively and building collective understanding
• Recognize that relationships are the cornerstone of NPAIHB's work by treating all NPAIHB delegates/alternates, partners, staff, and American Indian/Alaska Native people with dignity and respect
• Participate willingly in NPAIHB activities

Qualifications
Education

Minimum education required*:

• Associate's degree
• *A High School Diploma with a minimum of four (4) years of demonstrated experience in event planning and management may serve as an acceptable substitute

Additional education preferred:

• Bachelor's degree in event management, business administration, graphic arts or related field

Experience

Minimum experience required:

• At least two (2) years of demonstrated experience in event planning and management
• At least one (1) year of professional experience working with Tribes, Tribal organizations, Tribal communities, or Tribal health clinics

Additional experience preferred:

• Direct experience working with Northwest Tribes
• Demonstrated experience creating and managing professional contracts

Required Knowledge, Skills, and Abilities

• Demonstrated knowledge, discretion, tact, judgment, and overall ability in working effectively with federal, Tribal, and other professionals, and facilitating participation and partnership in organizational events and conferences
• Proficiency with computer applications (specifically Word, Excel, PowerPoint, and other Microsoft Office Suite programs)
• Strong research and analysis skills, including effectively summarizing findings
• Excellent interpersonal skills, including consistently communicating in a friendly, courteous, and professional manner
• Strong organizational and time management skills
• Must be sensitive to cross-cultural differences, and able to work effectively within their context
• Ability to work with minimal supervision, exercise initiative, and make independent decisions and recommendations
• Ability to work under pressure while managing complex projects and upholding job responsibilities
• Ability to develop and manage guest and participant invitation lists
• Ability to complete tasks and meet deadlines in a timely and accurate manner
• Ability to travel frequently (approximately 25% of the time)

Probationary Period

External applicants must agree to serve a minimum six-month probationary period during which time their employment can be terminated at will. For the purpose of evaluating job performance, internal applicants must agree to serve a minimum six-month probationary period when job duties change significantly.
Work Conditions
Physical Demands

This position:

• Frequently involves sedentary work (exerting up to 10 pounds of force and/or a negligible amount of force to lift, carry, push, pull or otherwise move objects, including the human body)
• Occasionally involves light work (exerting up to 20 pounds of force and/or up to 10 pounds of force and/or a negligible amount of force to move objects)

Physical Requirements

This position:

• Consistently requires the ability to receive detailed information through oral communication and expressing or exchanging ideas or important instructions accurately, loudly, or quickly
• Constantly requires working with fingers, rather than the whole hand or arm
• Constantly requires repetitive movement of the wrists, hands, and/or fingers
• Often requires walking or moving about to accomplish tasks
• Occasionally requires standing and/or sitting for sustained periods of time
• Occasionally requires ascending or descending stairs or ramps using feet and legs and/or hands and arms
• Occasionally requires raising objects from a lower to a higher position, or moving objects horizontally
• Occasionally requires stooping, which entails the use of the lower extremities and back muscles
• Infrequently requires crouching

Typical Environmental Conditions

The worker is frequently subject to inside environmental conditions, which provide protection from weather conditions, but not necessarily from temperature changes, and is occasionally subject to outside environmental conditions.

Travel Requirements

Local travel is occasionally required, and overnight travel outside of the area is frequently required at events throughout Washington, Oregon, and Idaho. Attendance at quarterly NPAIHB Board Meetings is required. These meetings are held both locally and hosted by our member tribes on a rotating basis, and take place during the third or fourth weeks of January, April, July, and October, and typically require a minimum stay of two overnights per meeting.

Disclaimer

The individual must perform the essential duties and responsibilities with or without reasonable accommodation efficiently and accurately without causing a significant safety threat to self or others describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and/or skills required of all personnel so classified.

Except as provided by Title 25, U.S.C. § 450e(b), which allows for Indian preference in hiring, the NPAIHB does not discriminate on the basis of race, color, creed, age, sex, national origin, disability, marital status, sexual orientation, religion, politics, membership or non-membership in an employee organization, marital status, citizenship or immigration status, veteran or military status, genetic information, ancestry or any other characteristic protected by law.