You are viewing a preview of this job. Log in or register to view more details about this job.

Events Program Manager - Wake Forest University School of Medicine

The Wake Forest University School of Medicine (WFUSM) Events Program Manager role will be housed in the Office of the Dean and report directly to the Dean’s Chief of Staff. The Events Program Manager will be responsible for planning, arranging, and coordinating facility and logistical support for on- and off-site events sponsored by, and in collaboration with, the Office of the Dean. With limited direction from supervisor, this role will manage and oversee event operations. Duties include, but are not limited to, establishing event plans and budgets; arranging speakers, travel, lodging, catering, security, publicity, itinerary materials, and equipment; negotiating with vendors; preparing and amending contracts; and processing billing and reimbursements. 
The Events Program Manager will serve as the point of contact for developing, planning, and coordinating WFUSM school and community events including fundraisers, conferences and webinars, visiting professorships, leadership searches, symposiums, receptions, Grand Rounds, ceremonies, strategic planning workshops, holiday parties, and more. These events range in scale from small to large events, including managing logistics for interviews and other on-site visits.

EDUCATION/EXPERIENCE:

  • Bachelor’s degree or equivalent
  • Minimum of three (3) years of progressively responsible work experience involving public contact, such as administrative support, sales promotion, conference logistics, public relations, event planning, or the hospitality industry; OR appropriate mix of education/experience. 

ESSENTIAL FUNCTIONS:

  1. Serve as the strategic events lead for programmatic planning and logistical support for high priority in-person, virtual, and hybrid events on behalf of the Dean and leadership of the School of Medicine, covering multiple regions.
  2. Provide logistical support for internal and external facing activities such as town halls, visiting lectures, academic forums and academic focused conferences.
  3. Manage timelines, planning meetings, logistical coordination, and implementation of a variety of internal- and external-facing events.
  4. Coordinate events across supporting organizational structures (e.g., Alumni Affairs, Philanthropy, Marketing & Media, etc.) 
  5. Provide event briefing materials to the Dean’s Chief of Staff and/or SOM administrative leadership.
  6. Develop event scripts, itineraries, agendas including talking points and/or guidelines for key stakeholders involved in conducting events.
  7. Research and prepare background information and partner with the School of Medicine central communications team to harmonize messaging, invitation and announcements regarding events. 
  8. Design, write, and arrange promotional materials, including formal and informal invitations, letters, programs, posters, banners, etc.
  9. Communicate event timelines and logistics with speakers, leadership attendees, event partners, vendors, and hosts.
  10. Plan budgetary projections and expenditures for events and programs.
  11. Arrange travel, lodging, and other logistics for individuals visiting WFUSM.
  12. Work with senior academic evaluator to prepare analysis of event feedback including effectiveness in the cultivation of event focus, effort and overall ROI.
  13. Other duties as assigned.

SKILLS/QUALIFICATIONS:

  • Excellent oral and written communication skills.
  • Competency in basic audio/video skills relating to photography and promotional materials (e.g., fliers and e-mail announcements) related to event planning.
  • Solid interpersonal skills to effectively build relationships with business partners across departments and facilitate work among teams
  • Strong analytical and critical thinking skills
  • Strong PC background in computer spreadsheets systems and presentation packages
  • Skilled problem solver who can work independently
  • Ability to manage special projects, work under pressure, meet deadlines
  • Customer service orientation
  • Strong presentation skills to effectively persuade and influence in order to achieve desired outcomes with diverse clientele
  • Thorough understanding of virtual platforms, including management of virtual events, including meetings and webinars on platforms such as Zoom, WebEx, Microsoft Teams, ON24, etc.

WORK ENVIRONMENT:

  • This role may be eligible for a hybrid work arrangement that may include a partially remote work location, but is anticipated that the majority of this role will require an on-campus presence to support events. 
  • When on-site, anticipate a clean, well-lit, comfortable office setting

Please visit https://school.wakehealth.edu/ to learn more about Wake Forest University School of Medicine.