Overview
Education & Event Coordinator Jobs in Oklahoma City Metropolitan Area at Oklahoma Hospital Association
Title: Education & Event Coordinator
Company: Oklahoma Hospital Association
Location: Oklahoma City Metropolitan Area
I. Summary Description
This position supports the education department of the Oklahoma Hospital Association. The Education & Event Coordinator reports to the Vice President of Member Engagement.
A. The Education & Event Coordinator is responsible for performing varied administrative functions in support of the educational and member engagement events held by the Association. This position works closely with the Vice President of Member Engagement on planning and coordinating the event logistics. Other duties include providing administrative support to association committees and various membership groups as well as member database management and fulfilling all the registrar duties for Association events.
II. Key Responsibilities – Education and Events
A. Organize, layout, and produce promotional emails for education programs.
B. Prepare materials for meetings and presentations.
C. Process all registrations for association events.
D. Staff registration desk and oversee meetings as directed.
E. Serve as contact person for registrants of events.
F. Assist with development and execution of OHA Connect conference, including trade show.
G. Design, layout, and produce the Exhibitor Prospectus, Rules & Regulations, and contracts for Exhibit Hall vendors.
H. Serve as contact person for exhibitors.
I. Maintain membership database to facilitate messaging and registration.
J. Design, layout, and produce promotional emails as directed for sponsors, partners, and vendors.
K. Provide administrative support to all assigned committee and other membership group meetings.
L. Assist with event logistics.
M. Manage continuing education processes.
N. Manage trustee education program.
III. Key Responsibilities – Membership Groups
A. Prepare agreements for affiliated societies each year.
B. Provide meeting support for affiliated societies and other membership groups as requested. Activities include sending promotional emails, entering registrations, preparing packets, badges, and other materials.
C. Provide administrative support to affiliated societies and other membership groups as assigned. Activities include preparing board minutes, maintaining member lists, preparing materials, and sending other communications as directed.
IV. Key Responsibilities – Member Database Management
A. Maintain membership database for association.
B. Send notification of key role updates.
C. Prepare file for annual membership directory.
D. Prepare file for member engagement reports.
V. Other Duties
A. Assist in answering phone and door to the reception area.
B. Setup meeting rooms as directed.
C. Assist in managing events of external customers.
D. Other duties as assigned.
VI. Background and Qualifications
This position requires a bachelor’s degree or a minimum of five years of experience in an executive-level administrative support role. The ideal candidate will demonstrate a strong commitment to customer service, exceptional attention to detail, and excellent organizational, written, and verbal communication skills. Proficiency in Microsoft Office applications is required. The successful candidate will also possess the ability to effectively interact with diverse stakeholders while managing competing priorities in a fast-paced environment.
The individual in this role must be highly organized, adaptable and capable of managing multiple projects simultaneously with minimal supervision. Strong critical thinking and problem-solving skills are essential. A professional demeanor, positive attitude, and the ability to communicate effectively with hospital leaders, vendors, the public, and colleagues are critical to success. This position may require occasional travel and extended work hours.
