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The overall objective of the Event Administration Department is to establish and oversee the project management processes for all event operations and development projects, ensuring milestone targets are met and that those projects are aligned with the strategic imperatives that formulate the organization's 5 - 10 year growth plan. Additionally, the Event Administration Department supports several key operational groups, including: the Event Administration, Event Management & Logistics, and Medical Operations teams. That support will vary in scope depending on the needs of the groups.
This entry level position will report to the Director of Event Administration, and will be responsible for tracking project/efforts, support in the development and execution of events, developing and implementing medical plans, coordinating and credentialing volunteer and paid medical providers, completing required permit applications and health department reports, scheduling Emergency Medical Services, event analytics and assisting with the overall medical planning and execution of key events.
Event Administration and Event Management & Logistics Efforts:
Administrative support for Directors of Event Administration and Event Development (as needed)
Work with Director of Event Administration in tracking projects and efforts, ensuring on-time deliverables by tracking and distributing any needed reminders
Manage and maintain project timelines for various efforts
Preparation of presentations and other supporting documents for City Agency Meetings
Provide on-going status reports (weekly) on workload and efforts being tracked
Medical Efforts:
Work with the Medical Director to develop event specific medical plans
Process event specific health permits and file necessary NYS Department of Health reporting forms
Track performance and cost of paid EMS providers
Schedule paid medical providers as required (i.e. paid massage therapists)
Manage medical records management and retention processes including electronic scanning of medical records
Assist the Medical Director with the development of Requests for Proposal (RFP's) for medical services utilized at events
Manage ING NYC Marathon medical volunteer recruitment and credential verification processes, along with the logistics of orientation programs
Support the Medical Director with medical command and control on Marathon day
Manage medical supply ordering and processing for the Marathon.
Coordinate with warehouse team for supply chain issues
Requirements:
College degree required
Experience in event management preferred
2 years of work experience, health care provider experience is a plus
Ability to prepare project timelines, budgets and provide detailed analysis for all efforts on a timely manner
Willingness to work various weekends, long hours and travel
Must have strong communicative skills and work as a team player
Strong attention to detail; ability to effectively manage multiple projects and work under tight deadlines
Proficient in Microsoft business applications: Excel; PowerPoint; Word;
Knowledge of MS Project, SharePoint and Visio is a plus
