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Event Planner

 

Hours:            Full time

FLSA Status: Exempt

 

Position Summary:

The Event Planner prepares and executes strategic event and conference plans for NWRPCA conferences and events. The Event Planner is responsible for the project management of all logistical elements of NWRPCA’s three annual conferences and other face-to-face training events, including but not limited to: planning; budgeting; vendor contracting; facilitating conference theme development; managing abstract solicitation and selection, and speaker scheduling and contracting; coordinating staff activities in relation to event planning and execution; and coordinating with marketing department for content development.

 

Key Competencies:

Problem-solving, analyzing work processes and outcomes, demonstrate creativity and innovation.

 

Duties and Responsibilities:

 

  1. Serve as project manager, responsible for planning, coordinating and staging large conferences and events including developing, recommending (jointly with the Education and Training Director) and monitoring timelines and budget, leading staff, partner, and member conference planning related committees and activities; and using project management tools and process.
  2. Coordinate competitive bidding, venue selection, and contract negotiation; award contracts, work with event vendors before, during, and after event for services such as: accommodation and transportation for participants; facilities; catering; A/V requirements; signage; interpreters; printing; and special needs requirements for conferences and face-to-face trainings.   This includes providing on-site venue staff/facilities coordination.
  3. Negotiate and coordinate speaker contracts and logistics including: compensation, reimbursement, AV needs, and post-conference follow up. Develop and update speaker compensation guidelines. Work with conference team to develop conference sessions and may plan sessions as needed.
  4. Coordinate and problem-solve conference logistics on-site, including setting up and managing the conference office, acting as primary liaison with hotel staff (for audio/visual equipment, food and beverage service, room setups, etc.), contractors (entertainment, outside audio/visual, webinar set-up etc.), speakers, and moderators.
  5. Work with E&T Director and CFO on developing, recommending, monitoring and reporting event and conference budgets requirements, including, tracking invoices, processing payments of vendors and speakers, and reconciliations.
  6. Work with Marketing Specialist to support NWRPCA marketing efforts.
  7. Coordinate the conference evaluation process including conducting staff debrief.
  8. Coordinate NWRPCA staff and volunteers in on-site participation in events (i.e., registration desk, greeting speakers, and moderating sessions).
  9. Collaborate with the Development Specialist to develop fundraising goals and opportunities for events.
  10. Assist with coordinating applications for and awarding of continuing education credits, per NWRPCA processes.
  11. Compile and maintain summary data for conferences and events. Read trade publications, attend seminars, and consult with other meeting professionals in order to keep abreast of meeting management standards and trends.

Qualifications: 

           

Required:

1.      3+ years’ experience in meeting and event planning/ hospitality

2.      Considerable knowledge of meeting and conference practices.

3.      Exceptional professionalism and the ability to communicate effectively at all levels of the organization.

4.      Excellent customer service, interpersonal skills and oral/written communication skills.

5.      Excellent organizational, administrative, problem-solving and negotiation skills, including the ability to handle a variety of assignments simultaneously.

6.      Ability to work flexible hours (including some evenings and weekends) in order to administer meetings and events.

7.      Ability to make decisions quickly and have alternative and back-up plans while onsite.

8.      Willingness to be a life-long learner and continue with process improvement on all systems.

9.      Proficiency with MS Office programs.

 

Preferred

  1. Certified Meeting Planner (CMP)
  2. Project Management experience
  3. Proficient in database tools and/or software systems as they relate to training, conference, and event planning.
  4. Experience with the strategic use of technology for meeting planning
  5. Experience in community health, policy/advocacy organizations or nonprofit associations.

 

Physical Requirements:

1.      Most time spent sitting, with up to one-third (1/3) of time walking or standing. There are no restrictions on ability to interrupt periods of sitting.

2.      Manual dexterity required for typing, filing, etc.

3.      Minimal lifting. 

4.      Vision requirements as appropriate for working on computer and with typed and handwritten materials.

5.      Ability to drive / travel to meetings in a variety of locations statewide; e.g., CHCs, conferences, etc., many out-of- state and some national meetings;  to travel up to 10% for site visits, preparatory meetings, and event implementation.

 

To apply, please email cover letter and resumes to resumes@nwrpca.org.

 

Administrative Support Associate

 

Hours:                        Part-Time

FLSA Status:             Non-Exempt

 

Position Summary:

The Administrative Program Associate is the key staff person responsible for facilitating smooth and efficient administrative, clerical, and operational support to all areas of the organization, under the direction of Executive Support Manager.  Primary areas of responsibility include, but are not limited to, customer service, calendar management, maintaining accurate files, creating and sending documents and communications, and other general support as needed.

 

Key Competencies:

Knowledge of general office procedures, word processing and spreadsheet software, customer service, problem solving, process analysis for increased efficiency, demonstrating creativity and innovation, and ability to work individually and as a team, within a fast-paced environment.

 

Duties and Responsibilities:

  1. Actively work with supervisor and peers to ensure that all needed work is completed to specifications in a timely manner and effectively communicated to all partners.
  2. Provide administrative support including calendar management and travel coordination for all departments, the CEO, CFO, COO, and Board of Directors as needed.
  3. Enter and track required data for one-time and ongoing projects.
  4. Provide administrative support for all departments as needed, including processing expense reports, meeting scheduling and logistics, taking meeting minutes, etc.
  5. Manage front office administration including receptionist duties, maintaining office inventory, shared space management, and other similar duties.
  6. Track and maintain accurate documentation and records, especially ensuring accuracy of member database.
  7. Support day-to-day tasks as directed.

Qualifications: 

           

Required:

  1. High School Diploma or two years of experience.
  2. Professional, self-motivated, flexible, cooperative, communicative, a creative problem solver and committed to social justice.
  3. Competence in data entry and professional communications.
  4. Excellent language skills, especially for creating written materials.
  5. Excellent computer skills, including word processing, spreadsheets, database and social media sites.  Able to learn and proficiently use new programs quickly.
  6. Ability to work as a team member and work effectively with diverse people.
  7. Demonstrate an awareness of, a value for, and the inclusion of cultural competence in task implementation.

Preferred:

  1. Experience in community health, policy/advocacy organizations or nonprofit associations.
  2. Bachelors Degree.

Physical Requirements:

  1. Most time spent sitting, with up to one-third (1/3) of time walking or standing. There are no restrictions on ability to interrupt periods of sitting.
  2. Manual dexterity required for typing, filing, etc.
  3. Minimal lifting.
  4. Vision requirements as appropriate for working on computer and with typed and handwritten materials.
  5. Ability to travel to meetings in a variety of locations as needed.

To Apply: Please submit your resume and cover letter to resumes@nwrpca.org AND Sadie at sagurkis@nwrpca.org.


NWRPCA Internships

  

NWRPCA maintains an active internship program, welcoming undergraduate and graduate students (and occasionally non-students) who feel that an unpaid internship at a regional primary care association might be rewarding and provide valuable work experience. We are happy to work with your academic institution regarding credit for your work when appropriate and feasible. Please contact us at resumes@nwrpca.org.



About NWRPCA

 

Our Vision:

With the support of NWRPCA, our community health centers will be exemplary professional homes for their staffs and serve their communities well.

 

Our Core Values:

Community: We support the consumer-driven governance of the community health center.

Social Justice: We advocate for social justice, particularly for the right to wellness and health.

Respect: We demonstrate respect for each other and those we serve.

Trust: We build trust by acting with honesty and integrity.

Diversity: We celebrate diversity as the pathway to insightful work and enriched relationships.

Excellence: We constantly aspire to excellence through innovation and continuous improvement.

 

Our Mission:

Northwest Regional Primary Care Association is a membership association of community and migrant health centers in Alaska, Idaho, Oregon, and Washington. NWRPCA’s mission is to strengthen community and migrant health centers in the Northwest by leveraging regional power and resources on their behalf.

 

Employment Practices:

NWRPCA is an Equal Opportunity institution and does not discriminate against any person in employment or participation in its programs and benefits on the basis of race, color, national origin, religion, any mental, sensory or physical disability, gender, identity, veteran status, sexual orientation, age, political affiliation or marital status.

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