Event and Office Coordinator

Event and Office Coordinator

Department: Rural Health Education & Services - Administration

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 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.