Special Projects and Events Coordinator (Pawtucket)

Special Projects and Events Coordinator (Pawtucket)

Department: KH-RESEARCH ADMIN

Operating Unit: Kent Hospital

Location: Warwick, RI

Job ID: 19675

Job Status: Full Time

Shift: Days

Schedule: Mon.-Fri. 8:00am - 4:30pm

This position's primary responsibility will be to coordinate special projects and events for the Department of Family Medicine. The incumbent will work closely with the Family Medicine Program Manager to coordinate special projects, including pilot project grant applications, and will develop a comprehensive plan for events, coordinate all aspects of departmental events, and track expenses.

• Ensure that the goals listed in the yearly Proposals of Intended Use for each of the Department's Brown University funding sources are met.
• Organize "Meet the Authors" invited presentations, including determining subject and speaker.
• Manage the awards and scholarships for the Elise Coletta Endowment funds.
• Assist with the application, review and award process for departmental pilot project funding for Department of Family Medicine faculty, including disseminating calls for proposals for grants for quality improvement, research and scholarly projects; communicating with applicants to ensure complete submissions; tracking proposals from submission to acceptance; and providing administrative support to pilot funding awardees to ensure the smooth handling of budgets, reimbursements, and reporting.
• Other Special Projects as deemed appropriate by the Chair of the Department of Family Medicine, including, but not limited to, clinical innovation, resident and faculty wellbeing, fellowship training, continuing medical education, and faculty recruitment.
• For all events, serve as primary point-of-contact throughout the planning process and staff as needed.
• Establish event goals, objectives, and budget estimates.
• Write advertising and publicity materials for events and activities.
• In collaboration with Social Media Engagement Specialist, publicize events using social media and the Department's website.
• Create Google forms or other tracking mechanisms for event outreach.
• Secure event space and coordinate vendors (catering, audio/visual) as needed.
• Oversee all aspects of key events from set up through breakdown; troubleshoot problems that may arise during the event.
• Coordinate invoices and reconcile to budgets for all events to ensure accuracy of reporting and timeliness of payments.
• Prepare and maintain cohesive records for events, inclusive of cost breakdown.
• Conduct event debriefs to improve processes.

Job Qualifications/Specifications:

• Bachelor's degree required
• Minimum of 1-3 years experience required
• Administrative/office procedures and systems
• Project management
• Communications and media