Responsible for the planning and execution of Baptist Hospital executive sponsored

employee events in collaboration with the Sr. Internal Communications Specialist.

Negotiates with and supervises the activities of outside vendors/organizations and
special event personnel. Acts as administrative liaison to the Employee Activities
and Diversity and Inclusion Committee, and the Sr. Internal Communications
Specialist. Assists in the relationship building for the identification and finding of
potential hospital volunteers.

Qualifications:

Bachelor’s Degree Preferred. Highly skilled Communications and Event Coordinator.

Excellent written and verbal communication skills and ability to think analytically.
The ideal candidate will be high energy, dynamic and creative. He/She will be
comfortable in developing and fostering long lasting relationships with other team
members and key stakeholders. Multi-task will be able to put together any
event/communication from start to finish, handling every detail. Evening hours and
weekend work required to meet department needs. Minimum Required: 2 Years

bjectives of this Role

 Coordinate key projects or product components that are key to priorities.

 Coordinate cross-functional teams, ensuring project goals are reached

 Manage timeline, deliverables, and measurement of assigned projects.

 Maintain organizational standards of satisfaction, quality, and performance.

 Oversee the development of key resources and tools that will enable effective
engagement and fundraising.

Daily Responsibilities

 Oversee the planning and execution of Children’s Miracle Network Hospitals

supported activities for at least five major partner events
 Drive CMN Hospitals’ mission by always representing our brand and vision in
every event

 Own every aspect of planning from defining deliverables to success metrics

 Ensure goal achievement through the effective leadership, empowerment, and

mobilization of cross-functional work.

 Maintain current action plans in the project management system and make
timely notes available to the larger team.

 Oversee the maintenance, measurement, and enhancement of templated

event experiences such as conferences

Other Work You May Do

  Communicate with Children’s Miracle Network Hospitals spokespeople or
Champion families for events, organizing travel and logistics
 Attend fundraising activities and strategy meetings as necessary.

 Other duties as assigned by the Sr. Director, Events

Work Environment/Travel

 Travel to and from partner events (up to 30% of the year)

 Work hours will vary depending on event schedules, project deadlines and the
needs of the organization

 Available to work in the Salt Lake City, Utah office.

Education and Experience

 Bachelor’s degree
 Strong project management ability

 Exceptional leadership, time management, facilitation, and organizational

skills

 Action-oriented- Takes on new opportunities and tough challenges with a

sense of urgency, high energy, and enthusiasm. Outcome driven

 Resilient- leads with adversity when facing difficult situations

 Project leadership- apt at planning, leading, and managing projects, including

coordinating work amongst peers

 Creative thinking, problem solving and enjoys logistics

 Skilled communicator- create competing written and oral communications to

internal and external audiences

Children’s Miracle Network Hospitals, our partners, and communities come from all
walks of life and so do we. We hire great people from a wide variety of backgrounds,
not just because it’s the right thing to do, but because it makes our company strong.
If you share our values and our enthusiasm for diversity, equity, and inclusion, you
will find a home at Children’s Miracle Network Hospitals!

Job Type: Full-time

versees planning and execution of all in-person, virtual or hybrid events intended to
engage employees in accordance with the overall engagement strategy at Highland.

 Create and manage event plans, coordinate planning meetings and document
all processes and timelines.
 Manage special events planning budget, handle invoice processing and all
finance related functions
  Evaluate each event and ensure goals and objectives have been met.

 Advise and motivate staff on activities and events, serve as an engagement

ambassador/champion.

 Manage all staff and volunteers recruited for events; Run efficient preparatory
meetings and provide training as needed.

 Oversee Highland Stars Portal; track usage, create reports, serve as a

resource to managers on utilizing the portal. Develop and deliver training on
portal usage;

 Develop and implement detailed reports on usage and track data in

accordance with organization-wide management plan.

 Participates in staff meetings as an integral member of the

Engagement/Experience Team. Makes recommendations and assists in
implementing and evaluating those recommendations that have been agreed
upon by the staff.

In partnership with the Manager of Volunteer Programs, provide office coverage,

greet and interact with volunteers and visitors; Provide office management as a
back-up to the Manager in their absence and triage needs of volunteers as needed.

 Learn volunteer processes in order to support overall objectives in the Friends

of Highland Office.
 Collaborate with Volunteer Manager on Affiliation Agreement and Certificates
of Insurance ensuring that all documents are collected and input into system.

Serve as a volunteer database expert performing a variety of complex data

activities.
 Utilizes volunteer database and reporting applications to ensure all volunteer
processes are aligned with the needs of the organization and all mandatory
information is in one place and accurately captured.
 Develop, implement, document and maintain procedures that ensure accurate
and effective workflow and data management.

 Generate reports that track volunteer capacity and hours

 Work in partnership with the Manager of Volunteer Programs to track

affiliation agreements and COI’s.

The Essential work you will do:

 Work in collaboration with the experiential marketing team, corporate

communications team and events team to create a strategic plan for CMN
Hospitals four main events: Children’s Hospitals Week, Fall Business Meeting,
Dance Marathon Leadership Conference and Extra Life United
 Identify audience needs and incorporate the right session development and
content for them
  Speaker coordination for mainstage and breakout sessions, from research to
logistics and point of contact.

 Work collaboratively across internal departments to understand audience and

stakeholder needs, then incorporate them into event plans to meet those
needs

 Collect and analyze best practices and stakeholder feedback for the continual
enhancement our four main events through surveys and customer listening

 Define and keep accurate records of production specs

Other work you may do:

 Coordinate with internal departments to create tools and resources to

enhance events
 Write and prepare event communications to internal and external
stakeholders

 Explore areas to engage those stakeholders in additional programs/events of

CMN Hospitals

 Work with communications team to ensure executive speeches and event

content align with brand messages nuanced for the audiences.

 Works with internal teams on award planning, communication needs to award

recipients and messaging for award announcements at events.

 Physical set up and tear down of events

 Other duties as assigned by the Senior Event Director

Competencies:

 Ability to manage multiple priorities and adapt well to changes

 Prioritize tasks and manages time to ensure deadlines are met

 Maintains records of event communications and other documentation to

increase efficiency year over year

 Adjusts quickly to changing conditions and demands

 Effective team player that communicates in an open and effective manner

Work Environment/Travel

 Travel to and from the four main events (up to 30% of the year)
 Work hours will vary depending on event schedules, project deadlines and the
needs of the organization

Education and Experience

  Knowledge of general business and event management principles
 Proven ability of project management and customer relationship skills

 Ability to negotiate contracts

 3-5+ years of relevant experience and/or in combination with a bachelor’s

degree

 An advanced degree such as MA, or MBA is typically not required

Support the overall special events efforts of the Westchester Medical Center Health
Network including signature events at the Westchester Medical Center Campus
(WMCF), Maria Fareri Children's Hospital Foundations (MFCHF), MidHudson Regional
Hospital (MHRH), Bon Secours Charity Health System (BSCHS), and HealthAlliance
(HA). Management of assigned signature events (mid-level events) include WMC Girls
Night Out, Good Samaritan Girls Night Out, MidHudson Regional Girls Night Out,
Saint Anthony’s Girls Night Out, Go the Distance Walk, Trauma Mud Run, Healing Half
and 10K, Taste of the Hudson Valley, Saint Anthony’s Golf and Tennis and other
fundraising programs, as needed. The Manager of Special Events will assist the
Network Director of Special Events with the execution on networks four Gala’s and
other marquee events as well as oversee the planning and delivery of medium to
large sized WMCH conferences and symposiums, leading all apsects of assigned
program components. The Manager of Special Events will also be responsible for the
creative development, logistics and planning, vendor communications, budget
management and production of assigned fundraising events. This included all
logistics, working with vendors, researching viable sponsors, producing ad journals,
auction catalogues and soliciting ticket/tables sales, seating charts, silent auction
and raffle items, website creation and design, e-blasts and marketing strategy under
the supervision of the Network Director of Special Events. In accordance with the
approved development strategic plan and budget, implement procedures to expand
fund-raising & marketing efforts in support of WMC Health Network through
maximization of net revenues, while continuing to build awareness of the programs
and services it provides for the community through the special events.

Responsibilities:

 Reports to the Network Director of Special Events, manage day-to-day duties

to create a successful event including working with the marketing department
and foundation team to create awareness and funds through special events.
 Manage solicitation lists; work with Foundation on donor outreach. Follow-up
for events and event program, event sponsorship in combination with
development team, manage committees and all logistics for events.

 Obtain, evaluate, make recommendations, and process vendor proposals.

Communicate with all vendors throughout the planning process, book
contracts, oversee rental orders, submit payment vouchers etc.

 Oversee on-site management of events logistics.

  Maintain event donor history, attendance, and other event-related information
in Raiser’s Edge program.

 Work with the internal Graphic Designer and Marketing team on the design
and production of event materials including save-the-dates, invitations and
journals for various types of events.

 Under the Network Director of Special Events recruit, manage, motivate, train
and mentor event volunteers to work as a team and as advocates for the
department with a priority of increasing additional community awareness and
philanthropic support.

 Determine all security needs, insurance coverage or special permits required

for an on- or off-site event.

 Adhere to Development & Marketing department’s policies and procedures.

 Create and maintain website for special events, create and send e-blasts as
scheduled. Perform other duties and special projects as required from time to
time.

Qualifications/Requirements:

Experience:

3 plus year’s non-profit fundraising and event planning.

Education:

Bachelor’s Degree required

Licenses / Certifications:

Other:

 Demonstrated track record of success in execution of special events logistics

 Gala, Golf, and/or Walk experience highly desirable

 Ability to relate well and work effectively with multiple constituencies and
audiences

 Excellent written and verbal skills

 Attention to detail and ability to adhere to strict deadlines

 Team player committed to developing and working within a collaborative

environment and to ensuring the highest customer-service orientation

 Flexible schedule as needed. Night and weekend work when necessary. Travel
necessary.
  Valid Driver’s Licenses to travel between campuses’

 Position will be split between Poughkeepsie Campus and Valhalla Campus

depending on the event schedule.

 Knowledge of Blackbaud software applications including Raiser’s Edge, Net

Community and Sphere, Sales Force and MS Office products preferred.

Overview
Assist department leadership by managing special events and special projects.
Serve as the primary point of contact for the coordination and scheduling of special
events. Ensure communication with all appropriate departments and ensure that
events meet the quality standards of the Hospital. Performs other related duties to
meet the goals and objectives of the organization.

Minimum Education
 Five years professional environmental and catering set-up services experience
in a hotel or hospital environment, with two of the five years in a management
capacity.
 Baccalaureate Degree in Business or related field is preferred.

 Two years of college with emphasis in Business/Management is a minimal

requirement.

Minimum Experience
 Management skill necessary for directing personnel through subordinates
 Minimum of five years experience is desirable with two years experience in a
environmental or catering set-up services management capacity.