This (Part Time) role is responsible for creative design and logistics necessary to plan and implement donor family and donation community events as well as any other special events for LifeCenter Northwest.
Event Program Coordination
- Responsible for the planning, coordination, and all logistics (including day-of) for LifeCenter events. In addition, develops strategic, financial, and operational goals annually for events, including the development of event timelines and budgets to achieve smooth planning process and maximum return on investment (ROI). Events are including but not limited to:
- Governor’s Gift of Life Award
- Montana – typically held in April
- Washington – typically held in April
- Donation Celebrations
- Alaska – typically held in the fall
- Montana (Billings and Missoula) – typically held late summer/early fall
- Washington (Bellevue and Spokane) – typically held in the summer
- Rose Parade
- local/regional events leading up to the parade and correlated events occurring in Pasadena, CA which are held in the months of October thru December
- And others as needed
- Builds and maintains an annual comprehensive events timeline, encompassing all events and related milestones, including a month-by-month overview of all event planning activities. This timeline to also include a comprehensive communications plan that will help drive requests and deliverables from the Communications team.
- Develops, tracks, and monitors event finances, including check request, invoicing, and reporting.
- Maintains all event files, which include individual and vendor contact information, mailing lists, contracts, deposits, catering details, directions, etc.
- Maintains relationships with event vendors and serves as the day-of point of contact.
- Creates day-of event agenda and planning timelines to ensure smooth programming and speaker lineup.
- Maintains all event files (physical and electronic), including individual and vendor contact information, mailing lists, finalized/signed contracts, deposits, catering details, directions, etc.
- Manages on-site production of events including volunteer job descriptions, communication, and assignments.
- Responsible for coordinating the post-event debrief/review of each event with key stakeholders for continued process improvement opportunities.
- Responsible for creating event registration, RSVP tracking system, and appropriate administrative duties for events to provide a positive experience for donor families.
- Serves as the lead coordinator, in partnership with key stakeholders, for the development of speaker stories and identifying volunteers.
- Manage and cultivate business relationships with partner organizations (including, but not limited to Cascade Life Alliance, Montana Governor’s Office of Community Service, SightLife, and Life Alaska Donor Services) for event collaborations.
- Works in close collaboration and consultation with the Donor Family Aftercare Manager and team to ensure that all aspects of donor-focused events are designed to facilitate the continuation of support following donation.
- Creates and implements communication/promotional plans to build event attendance.
- Collaborates with LCNW Communications team to fulfill the following for each event based on annual timeline:
- External and internal communication including media relations, web, and social media announcements to promote events to LCNW staff and community.
- Create a full spectrum of event collateral including invitations, agendas, handouts, name tags, etc.
- Development of LCNW webpage registration sites as appropriate.
- Coordinates and communicates all event-related travel and accommodations for required team members as appropriate.
KNOWLEDGE, SKILLS, ABILITIES
- Become knowledgeable about organ, eye, and tissue donation and the transplantation field.
- Project management experience and the ability to manage multiple and competing priorities simultaneously, effectively, accurately, and timely.
- Advanced knowledge of personal computers with intermediate to advanced skills in Outlook, Word, Excel, PowerPoint, Smartsheet, and any other comparable online software project management programs.
- Excellent written and verbal skills, including the ability to prepare email or letter correspondence, meeting agendas, and presentations with minimal supervision.
- Must have excellent organizational skills, be detail-oriented, and work effectively under tight timelines.
- Experience in continuous process improvement, ROI analysis, and strategic planning is essential.
- Demonstrated ability to work long hours at events.
- Personal and interpersonal skills, i.e., clarity, diplomacy, consideration, sensitivity, confidentiality, and the ability to collaborate.
BEHAVIORAL REQUIREMENTS
The employee in this position must uphold the core values of LifeCenter; these include:
- Integrity: We are trustworthy, reliable, respectful, and accountable.
- Collaboration: We work in partnership with others, seeking to understand and be understood, and finding common ground and shared goals to build upon together.
- Courage: We take personal responsibility and face challenges head-on.
- Service: Through professionalism and dedication, we honor our commitment to serve others and our obligation to be good stewards of the gift of life.
ANTICIPATED WEEKLY TIME COMMITMENT
The duties of this position will typically require 20-24 hours per week. Because of the nature of this position, the employee may need to work outside of regular business hours, including evenings and weekends, sometimes without advance notice.
EDUCATION, EXPERIENCE & JOB REQUIREMENTS
- Experience working in healthcare or non-profit preferred.
- Minimum 3 years in administration, event planning, project management, or similar role or combination of roles required.
- Requires a valid driver’s license and access to an insured automobile or the ability to arrive and depart from work- and work-related functions at expected times.
