Event Facilitator
Event Facilitator
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1 Vacancy
Job Description
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Overview
Responsible for the planning and management of educational events. Schedules plans coordinates and executes learning events to meet guest needs including audiovisual needs facilities setup environmental services needs catering requests and any other guest requirements. Proactively works to resolve all questions comments and concerns to provide red carpet service to meet and/or exceed the needs of the guests. Embodies the Memorial Health System values of Safety Integrity Quality and Stewardship that support our mission and vision.
Qualifications
Education:
- Bachelors degree in communications event management or related field required. 4 years relevant work experience accepted in lieu of education requirement.
Experience:
- Minimum of two years professional experience in communications event management or related field.
Other Knowledge/Skills/Abilities:
- Ability to handle multiple priorities at once and execute from start to finish including the planning execution and evaluation as well as achieving key performance indicators.
- Dedication to a positive attitude and strong customer service support. Ability to work in a team environment and effectively manage relationships at all levels.
- Demonstrates critical thinking and problem solving skills planning and organizing initiative conflict management adaptability stress tolerance and ability to self-direct.
- Excellent human relations skills and a proven ability to work with a broad range of people in diverse settings.
- Exceptional listening skills and strong oral and written communication skills in a variety of situations.
- Ability to adapt to changing environments adjust as needed and react appropriately under pressure.
- Demonstrated proficiency with computer/technical skills with reporting and presentation tools utilizing Microsoft Office applications.
- Flexibility to work evenings and weekends if necessary.
Responsibilities
- Coordinates all aspects of event management for events of all types held through scheduling planning coordinating and executing events to meet customer and guests needs. Work collaboratively with a variety of MH departments colleagues and external customers as well as Simulation Technologists when events include simulation modality. Partners with Learning Event Coordinator regarding scheduling among internal and external stakeholders by working to maximize operational usage of the facility. Escalates scheduling challenges to System Director Learning Innovation as needed.
- Deliver red carpet customer service that exceeds expectations through building of effective relationships with colleagues customers and guests.
- Serves as user and subject matter expert of Event Pro software system for scheduling and utilization of educational spaces. Utilizes event management system for inquiries applications contracts payments tracking of funds maintaining and updating contact information maintaining records and event close out of all learning events.
- Ensures effective setup utilization and tear down of educational spaces. Ensures appropriate security cleaning and catering needs are captured and provided to the appropriate key internal stakeholder. Prepares and maintains spaces to ensure proper environment ensures all equipment is functioning.
- Supports and carries out policies and procedures associated with physical security emergency response and operational procedures. Monitors adherence to rules regulations andprocedures. Maintain weekly reporting and participation in scheduling meeting.
- Work collaboratively with AV/IT Support Technicians to ensure effective utilization of technology including digital event signage. Provides back-up audiovisual equipment operation maintenance and troubleshooting support for educational spaces. Escalates issues to AV/IT Support Specialist as appropriate.
- Conducts daily rounds of the educational spaces and facilities. Assists in the maintenance and monitoring of the building equipment and supplies at proper working order and usage levels for the purpose of ensuring they are in a condition of excellence. Responsible for opening and closing of educational facilities.
- Works collaboratively with the Communications consultant to increase awareness and utilization of the learning events. Responsible for communicating and engaging on internal and external social media channels. Provides information for the design development and ongoing utilization of digital communication channels.
- Work collaboratively with other Event Facilitators Simulation Technologists and the Event Coordinator to debrief and gain feedback from guest post event. Utilize post event survey feedback to identify successes and opportunities. Through proactive involvement and guest feedback identifies problems evaluate issues collect data establish facts and draw conclusions to resolve issues. Escalate facility or guest issues to Learning Event Coordinator Learning Facility Coordinator or System Director Learning Innovation for resolution. Utilizes real time feedback regarding successes and opportunities for improvement.
- Assists with ensuring participants locate appropriate destination and have items needed for effective participation as well as provide assistance with check in at large scale events. Partners with Learning Innovation Specialist to utilize inventory control procedures to monitor supply levels and ensure supplies available when needed.
- Requisitions supplies and equipment as needed for learning opportunities and programs. Assists in the care and maintenance of department equipment supplies and facilities.
- Manages large amounts of sensitive confidential information concerning personnel financial strategic and business information contained in minutes letters and other documents as well as through meetings discussions and interventions. Maintains strict confidentiality concerning all correspondence and job related activities. Develops and maintains productive relationships with System Leadership Team leaders and employees to aid in MHS goal and objective accomplishment.
- Supports the overall mission and strategic direction of Memorial Health. Ensure the vision values strategies and goals are embedded into learning plans and cascaded throughout the organization.
- Participates in community outreach and networking programs to support Memorial Health Learning Programs to include conducting tours of the facilities participating in public relations activities and performing community service in support of Memorial Health.
- Serves as resource person on committees task forces meetings and activities to assist the health system achieve strategic objectives.
- Develops annual goals consistent with Memorial Healths Strategic Plan and Goals and monitors the status of goal achievement utilizing 30 day action plans.
- Maintains professional affiliations as appropriate. Enhances professional growth and development through participation in education programs current literature in-service meetings/ seminars and workshops.
- Performs other related work as required or requested.
The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Incumbents may be requested to perform tasks other than those specifically presented in this description.
Employment Type
Full-Time
