Associate Director Executive Events & Programs: Children’s Hospital of Philadelphia

Posted June 6th, 2019 at 3:17 pm.

Job Summary

The Associate Director supports the Foundation’s mission of cultivating and stewarding donors and raising the Hospital’s national profile through the development and implementation of internal and external events and projects. S/he conceptualizes, designs, produces and supervises events and programs as assigned by the Director of Executive Events and Special Programs.  These include, but are not limited to, endowed chair holder dedications, salon dinners, hospital reunion and showcase events, campaign opening and closing celebrations, and annual, major and planned giving society receptions.

Job Responsibilities

Oversee a portfolio of cultivation, stewardship, reunion and other events for both the Hospital and the Foundation.

  • Implement assigned events in line with institutional priorities to reach local, regional and/or national audiences.

Events Duties:

  • Assist with the creation of events to strategically and positively position the institution internally and externally in keeping with institutional philanthropic and marketing and positioning objectives.
  • In consultation with Director, develop a plan for each event, which would include strategy, goals, tactics, key audiences and participants, timeline, logistics, budget, accountabilities and approval process.
  • Manage or coordinate teams of cross-functional departments involved in all activities related to events. These include, but are not limited to, Security, Food & Nutrition, Environmental Services, Facilities, Safety and vendors.
  • Manage a consistent level of quality for assigned events.  Plan and implement all activities, including securing locations, negotiating vendor contracts, arranging for caterers, entertainment, transportation, speaker(s), registration, guest lists, event rentals, audiovisual, décor, parking, invitations, giveaways, delivery and pick-up services, and all other items associated with event planning.  Oversee and manage event logistics on day of event.Coordinate all marketing materials required for event, including invitations, programs and other printed materials, signage, and banners, with account managers.
  • Provide information to web team on details of event for marketing on hospital’s website.
  • Keep media team informed of events that have the potential for philanthropic opportunities and/or media coverage and provide information for promoting event on social media, advisories and/or releases.
  • When required and in coordination with Foundation and PR team, coach members of senior administration, the board of trustees, medical staff leadership and event speakers on media appearances and speaking engagements related to the special events. Develop event agendas.
  • In collaboration with Director, serve as Foundation and PR/Marketing contact for coordination of major annual Hospital events including Fetal Surgery Reunion and other patient reunions.
  • Manage recruitment of volunteers at special events through coordination with Volunteer department, Community Affairs, Development department and local organizations. Plan assignments for volunteers and oversee assignments on day of event.
  • Serve as special event consultant to internal audiences to develop departmental special events, including dedications, receptions, open houses, patient reunions and anniversaries, and special observances necessary for departments to market their programs and services to designated audiences.

Departmental Operations

  • Process invoices through Onbase and maintain accurate record of department expenses.
  • Submit purchase requisitions through Coupa as requested. Maintain accurate record of all purchase orders and invoices processed against them.
  • Work closely with Foundation Business Managet to develop and maintain working relationship with Finance and Supply Chain teams.
  • When necessary, assist Director with logistical aspects of day to day operations of office

Required Education and Experience

Bachelor’s degree.

At least eight (8) years special events management experience.

Volunteer recruitment and project management experience.

Preferred Education, Experience & Cert/Lic

Preferred Education: Bachelors of/in communications/journalism/marketing or related field

Preferred Experience:

Experience in non-profit setting

Experience in Donor Relations or non-profit special events

Experience in healthcare setting

Additional Technical Requirements

  • Valid driver’s license required.
  • Ability to interact effectively and work closely with senior management, medical staff leadership, hospital staff at all levels.
  • Understands and uses public relations/marketing principles, concepts, research methods and measurement tools.
  • Understands and uses effective organizational and planning skills. Excellent and proven event planning skills. Detail oriented.
  • Excellent interpersonal skills. Ability to communicate clearly, effectively and persuasively. Friendly and pleasant manner.
  • Ability to manage internal staff and external resources. Understands and uses effective management and arbitration skills with staff and vendors.
  • Ability to work precisely and accurately on multiple projects simultaneously with attention to details and deadlines. Ability to work smart under pressure.
  • Uses measurable and verifiable information in decision-making process
  • Highly motivated, energetic, resourceful and able to work effectively within a strong team environment.
  • Knowledge of Microsoft Office.
  • Willingness to travel; evening and weekend work required.
  • A sincere appreciation for people and how they are each uniquely motivated.

All CHOP employees who work in a patient building or who provide patient care are required to receive an annual influenza vaccine unless they are granted a medical or religious exemption.

Children’s Hospital of Philadelphia is committed to providing a safe and healthy environment for its patients, family members, visitors and employees. In an effort to achieve this goal, employment at Children’s Hospital of Philadelphia, other than for positions with regularly scheduled hours in New Jersey, is contingent upon an attestation that the job applicant does not use tobacco products or nicotine in any form and a negative nicotine screen (the latter occurs after a job offer).

Children’s Hospital of Philadelphia is an equal opportunity employer. We do not discriminate on the basis of race, color, gender, gender identity, sexual orientation, age, religion, national or ethnic origin, disability or protected veteran status.

VEVRAA Federal Contractor/Seeking priority referrals for protected veterans.  Please contact our hiring official with any referrals or questions.

CHOP Careers Contact 

Talent Acquisition

2716 South Street, 6th Floor

Philadelphia, PA 19146 

Phone: 866-820-9288

Filed under: Management Level by Margie DuBrow

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