Event Coordinator

Tennessee Primary Care Association

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Job Summary

Position Title:         Event Coordinator

Classification:                   Full Time

Reports to:                         Training and Strategic Initiatives Director

Salary Range:                  $ 43,255 – $54,068  annually

Direct Reports:                 None

Introduction:

As the membership organization for the state’s community health centers, the Tennessee Primary Care Association’s (TPCA) mission is to provide leadership, advocacy, and support as the voice of 30 non-profit primary care organizations. The association operates on an annual budget of approximately $3 million and is a bridge between community needs and the decision makers at the federal, state, local, and corporate levels.

The Event Coordinator contributes to this work by executing TPCA organizational and programmatic events to support community health centers in their mission to provide quality, comprehensive health care to Tennesseans. This role provides a customer-service based approach to TPCA members and internal staff to produce excellent in-person, virtual, and hybrid events from start to finish.

Job Summary:

• Provide logistical support before, during, and after organizational and program events
• Coordinate TPCA’s engagement with and support of the organization’s membership through educational opportunities
• Update and maintain accurate contact information on TPCA member health center staff
• Track and report health center staff attendance and health center representation at organizational and program events
• Assist with administrative duties as needed

 

Job Responsibilities

Essential Duties:

Duty 1:  Pre-Event Support

1. Execute internal event planning processes and procedures including travel arrangements, calendar invites, registration set-up and monitoring, catering, room setup, attendee materials, etc.
2. Work with Communications and Marketing Director to develop event marketing plans.
3. Track member engagement metrics leading up to event including number of registrations and health centers represented. Work with program staff and Communications and Marketing Director to increase engagement for events.
4. As needed, coordinate all details of applying for and maintaining compliance for Continuing Education Credit eligibility.
5. Participate in Education Committee meetings to learn the health center perspective on the TPCA educational program.

Duty 2 – Day-Of Event Support

1. Provide support in hosting organizational and program events including hosting of virtual, in-person, or hybrid events.
2. Oversee production plans, catering, room setup and clean up, attendee materials, etc. on the day of the event.

Duty 3 – Post Event Support

1. Provide appropriate follow up communications with attendees, including emailing evaluations, session materials and handouts, and event recordings. Work with Communications and Marketing Director to ensure materials posted to TPCA website.
2. Ensure the completion of internal processes speaker payments and reimbursements.
3. Track and report health center staff attendance and health center representation at event.
4. Update and maintain accurate contact data for TPCA member health center staff.

Duty 4 – Annual Conference

1. With guidance from Training and Strategic Initiatives Director, provide event support before, during and after TPCA’s annual conference event.
2. Assist in administrative work, such as completing speaker agreements or contracts, as needed
3. Oversee onsite coordination of TPCA staff
4. Assist Training and Strategic Initiatives Manager with leading post-Annual Conference debrief with TPCA staff and Education Committee.

Duty 5 – TPCA Policies and Procedures

1. Maintain knowledge of TPCA policies, procedures. 
2. Participate in TPCA staff huddles, staff meetings and pertinent conferences and meetings. 
3. Complete TPCA-related forms and activities such as timesheets/activity reporting, leave requests, and travel forms, including travel authorizations, expense reports and documentation within the timeframes set in TPCA procedures. 
4. Perform other tasks and duties as identified by the immediate supervisor. 

Qualifications

Minimum Qualifications:

• Bachelor’s Degree in related field. 
• At least three years of event planning experience and project management.
• Experience providing logistical support for both in-person and virtual events.

Knowledge, Skills, and Abilities:

• Be a detail-oriented team member who produces high quality and accurate work.
• Ability to work with minimal supervision and maximum accountability, organize multiple tasks and meet deadlines.
• Be a student of delivering excellent in-person, virtual, and hybrid events with the goal of a high level of engagement with community health centers, and value for TPCA members.
• Be willing to learn and become an in-house leader in using TPCA’s technology to create the best learning experiences.
• Ability to manage several projects concurrently and adapt to changes in project requirements and/or the work environment.
• Ability to work collaboratively within a team.
• Ability to communicate and work effectively with other staff, members, community-based organizations, health center staff, customer/client groups.

Work Environment (includes physical requirements):

• Office environment.
• Prolonged sitting, use of computer, monitor, and keyboard; occasionally lifting of lightweight boxes.

Position Type and Schedule

• Full-time Exempt
• 40 hours a week

Additional Information

Benefits

How to Apply

Contact Information and Procedure:

Interested candidates should apply by submitting their application in TPCA’s online application system by April 30, 2022  Apply here.

The position will remain open until filled by an excellent candidate. No email applications or applications in any other system will be accepted; no telephone inquiries, please.

Tennessee Primary Care Association

710 Spence Lane

Nashville, TN 37217

http://www.tnpca.org

It is the policy of TPCA that all applicants are entitled to equal employment opportunity regardless of race, national origin, religion, age, sex (including pregnancy or related medical conditions), gender identity or expression, sexual orientation, disability, genetic condition, marital status, or veteran status (past, present, or future service in the Uniformed Services of the United States), or other protected characteristics or identity as required by local, state, and federal law.

Details

• Date Posted: April 13, 2022
• Type: Full-Time
• Job Function: Administrative
• Service Area: Health (Physical, Mental)
• Salary Range: 43,255-54,068
• Working Hours: 40 hrs/wk