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Event Coordinator (Nashville, TN)

Tennessee Primary Care Association – Job Description

Position Title:         Event Coordinator

Classification:                   Full Time

Reports to:                         Training and Strategic Initiatives Director

Pay Range:                       $41,680 – $52,100

Direct Reports:                 None

Job Summary:

The Tennessee Primary Care Association (TPCA) is a membership association of Community Health Centers serving low-income populations in Tennessee.  TPCA is a dynamic, team-oriented non-profit that provides support and technical assistance to health centers located in underserved communities. 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. They do this by collaborating on event production and delivery strategies; providing support before, during, and after organizational and program events; engaging with and supporting membership with their needs; tracking and reporting health center input and event outcomes; and helping with administrative needs.

Responsibilities:

The primary responsibilities of the Event Coordinator are collaborating with the Training and Strategic Initiatives Director on development of a system for producing excellent in-person, virtual, and hybrid events from start to finish. This role will provide a customer-service based approach to support before, during, and after organizational and program events – including trainings, larger meetings, and TPCA’s annual conference. Another key responsibility of this role is engaging with and supporting membership with registrations, connection details, travel information, and various needs. The Event Coordinator will be responsible for tracking and reporting outcomes for grant activities, measuring health center engagement, and helping with administrative needs.

Essential Duties: 

Duty 1:  Assist with the development of a system for producing excellent in-person, virtual, and hybrid events from start to finish to support community health centers in their mission to provide quality, comprehensive health care to Tennesseans.

  1. Be a student of delivering excellent in-person, virtual, and hybrid events with the goal of delivering educational opportunities to provide optimum connection with attendees, a high level of engagement with community health centers, and value for TPCA members.
  2. Be willing to learn and become an in-house leader in using TPCA’s technology to create the best learning experiences.

Duty 2: Provide a customer-service based approach to providing support before, during, and after organizational and program events.

  1. Coordinate and continually improve the internal event planning processes and procedures, ensuring efficiency and cross-collaboration with all programs and teams.
  2. Provide support in developing and preparing for organizational and program events including procurements, agreements, travel arrangements, calendar invites, registration (setup and announcements), production plans, catering, room setup, attendee materials, etc.
  3. Provide support in hosting organizational and program events including production and hosting of virtual and hybrid events and providing turnkey experiences for in-person events. This includes setup, working with caterers, and cleanup.
  4. Provide support in finalizing organizational and program events by providing appropriate follow up with attendees and speakers, completing internal processes for payments and reimbursements, and tracking and reporting outcomes.
  5. Coordinate all details of applying for and maintaining compliance for Continuing Education Credit eligibility for clinical and financial trainings.

Duty 3: Engaging with and supporting membership with a high level of customer service to provide details regarding registrations, connection details, travel information, and various other needs.

  1. Prioritize getting to know TPCA’s members, understanding their needs, and ways this role can best serve them.
  2. Create an event registration plan that that is clear, easy, and efficient.
  3. Work with Marketing and Partnership Engagement Manager, to develop a communication plan that easily connects with members. 

Duty 4: Tracking and reporting outcomes for grant activities, measuring health center engagement, and helping with administrative needs.

  1. Work with program teams and Training and Strategic Initiatives Director to understand grant activity and health center engagement goals for each event.
  2. Work with program teams and Training and Strategic Initiatives Director to create plans for outreach and to capture these outcomes through evaluations, feedback, etc.
  3. Report outcomes via the Education and Engagement Report to the Training and Strategic Initiatives Director monthly.

Duty 5: Support TPCA Teamwork by Supporting TPCA Policies, Procedures, and Participating in Staff Activities 

  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. Provide staff support at Association sponsored events.
  5. Perform other tasks and duties as identified by the immediate supervisor.

        Minimum Qualifications:

        1. Bachelor’s Degree in related field.
        2. At least three years of event planning experience and project management.
        3. Experience hosting both in-person and virtual events.

        Knowledge, Skills, and Abilities:

        • Ability to work with minimal supervision and maximum accountability, organize multiple tasks and meet deadlines.
        • 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 per week

        Contact Information and Procedure:

        Interested candidates should apply by submitting their application in TPCA’s online application system by June 15, 2021.  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

        TPCA offers a comprehensive benefits package that includes paid vacation, sick leave, and holidays, paid medical, dental and life insurance, paid long-term disability insurance, and participation in a 403(b) retirement plan.  In addition, TPCA offers elective participation in employee-paid benefits including Flexible Spending Account, Dependent Care Savings Account, vision insurance, and AFLAC insurance options.

        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.

        This position will be supported in part by grant funding from the Health Resources and Services Administration (HRSA) of the U.S. Department of Health and Human Services (HHS).

        This website is supported by the Health Resources and Services Administration (HRSA) of the U.S. Department of Health and Human Services (HHS) as part of an award totaling $1,967,147 with 20 percent financed with non-governmental sources. The contents are those of the author(s) and do not necessarily represent the official views of, nor an endorsement, by HRSA, HHS, or the U.S. Government. For more information, please visit HRSA.gov.

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