Event and Office Coordinator

Department:

Rural Health Education & Services - Administration

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Rural Health Education & Services

Position Title:

Event and Office Coordinator

Job Family Group:

Professional Staff

Job Description Summary:

The Event and Office Coordinator for Rural Health manages events, collects and reports data, supports programs and initiatives, and provides departmental administrative support. The position leads the planning and coordination of all in-person and virtual events, such as Kansas Career Opportunities and the Family Medicine Residency Virtual Fair. This position provides departmental staff and program support, including administrative duties, travel planning, database management, and serving as a liaison with internal departments.

Job Description:

Job Duties Outlined:

Event Planning

• Lead the Kansas Career Opportunities (KCO) fair, the largest healthcare career fair in Kansas.  Manage all aspects of the events including contracting with vendors, coordinating with academic programs, event announcement and marketing, engaging exhibitors and attendees, soliciting sponsorships, managing registration, and scheduling panel speakers.  Manage logistical details of events.  Work with Marketing Manager on materials and event promotion. 

• Research options and support virtual KCO.  Manage all aspects of virtual fairs.

• Manage Family Medicine Residency Fair in partnership with the Kansas Academy of Family Physicians and all Kansas family medicine residency programs.

• Manage other Rural Health events.  Coordinate with internal and external partners to co-lead events, residency visits, training program visits, etc.  Manage events spreadsheet.  Oversee the registration for external events staff may be attending.

• Coordinate with Financial Analyst on invoicing for events.

Program Support

• Serve as department lead for Qualtrics.  Utilizing Qualtrics, create, update, and maintain department and program forms, applications, registrations, and surveys.  Provide links to internal and external partners.  Create reports, provide recommendations, and keep data organized.  Research and provide guidance on creating effective surveys; analyze results and recommend changes as applicable.  Oversee contract with Qualtrics and ensure compliance.

• Assists with creation and distribution of Kansas Bridging Plan forms such as resident eligibility, confirmation of practice site, and cancellation of debt. Ensure application and other forms are up to date and appropriately active.  Produce reports, share links and generate data from Qualtrics.

• Provide survey and administrative support for Leadership & Development Training services.  In coordination with Education Manager, consult with healthcare employer on surveys to assess organizational culture and employee engagement.  Create and implement employer-based surveys as well as results reports.  Assist with capturing and reporting data on all training sessions and evaluations.  Assist with scheduling as needed.

• Support and maintain updates in program databases.

Administrative Coordination

• Primary initial contact for department with all callers and visitors. 

• Coordinates purchasing, requisitions, travel arrangements and reimbursements. 

• Coordinate with internal departments as well as external vendors for departmental technology and equipment.  Maintains computer inventory for the department.  Continually assesses and evaluates the application of technology to improve efficiency of departmental processes and systems.

• Manage general databases such as contact lists for Kansas hospitals, residency programs, rural health clinics, student/resident lists, etc. 

• Responds to requests for information about the department’s programs and provides appropriate information as needed. 

• Schedules meetings and appointments, manages mail and mailings, and handles special logistics for department and team. 

• Provides administrative support to Director and department programs.

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee. It is a summary of typical job functions and responsibilities. Duties and responsibilities may change at any time with or without notice.

Work Environment:

• Anticipated hiring range: $24.71 -$25.60

• After successful completion of training, a hybrid work schedule (remote/in-office) is a possibility.

• This position allows for a customizable schedule that aligns with our business needs and employee availability.

• This position is a part-time, benefits eligible position, at 20 hours a week.

Required Qualifications:

Education: High school diploma or GED

Work Experience:

• Four (4) years of office coordination or administrative experience.

• Project coordination experience.

• Experience with planning in-person and virtual events.

• Experience collecting, organizing, and disseminating information.

• Microsoft Office products (Word, Excel, PowerPoint)

Preferred Qualifications:

Education: Bachelor's degree in business, communications or related field.

Work Experience:

• Experience in purchasing, processing reimbursements, and making travel arrangements.

• Experience and understanding of healthcare workforce and careers.

• Experience with collecting and reporting data through surveys.

• Experience with Workday.

• Experience with Qualtrics.

Skills:

• Interpersonal.

• Communication.

• Attention to detail.

• Time management.

• Organization.

• Multi-tasking.

• Prioritization.

• Problem solving.

Required Documents:

• Resume/CV

• Cover Letter

Comprehensive Benefits Package:

Coverage begins on day one for health, dental, and vision insurance and includes health expense accounts with generous employer contributions if the employee participates in a qualifying health plan. Employer-paid life insurance, long-term disability insurance, and various additional voluntary insurance plans are available. Paid time off, including vacation and sick, begins accruing upon hire, plus ten paid holidays. One paid discretionary day is available after six months of employment, and paid time off for bereavement, jury duty, military service, and parental leave is available after 12 months of employment. A retirement program with a generous employer contribution and additional voluntary retirement programs (457 or 403b) are available. https://www.kumc.edu/human-resources/benefits.html

Employee Type:

Regular

Time Type:

Part time

Rate Type:

Hourly

Compensation Statement:

The pay range listed for this position is determined by our compensation program using market data and salary benchmarking. A combination of factors is considered in making compensation decisions including, but not limited to, education, experience and training, qualifications relative to the requirements of the position, and funding. At the University of Kansas Medical Center, a reasonable estimate for the starting pay range will be the minimum to midpoint of the posted range, taking into account the combination of factors listed above. 

Pay Range:

$24.71 - $35.82

Minimum

$24.71

Midpoint

$30.29

Maximum

$35.82