Project Coordinator I, Special Events (Office of Development)

Description Job Description The Mount Sinai Health System seeks a Project Coordinator, Special Events to provide administrative and project coordination support to the Special Events team within the Development Office. This entry-level role supports the planning and execution of fundraising, stewardship, and cultivation events across the department. Working under the direction of the Director and Senior Director of Special Events and in partnership with event leads, the Project Coordinator contributes to multiple events simultaneously by assisting with logistics, materials, data tracking, and administrative processes. This role does not independently manage events but instead supports team members who oversee event portfolios. This role operates within a hybrid work model, with on-site expectations established in alignment with departmental priorities and evolving organizational guidelines. Employees must reside within a commutable distance of the 42nd Street Midtown NYC office. The role may also require occasional evening or weekend hours. Responsibilities Provide project coordination and administrative support across multiple Special Events team initiatives. Assist event leads with logistical planning and execution of fundraising, stewardship, and cultivation events. Manage vendor contract and invoicing processes, including collecting required documentation, routing for internal approvals, and tracking payment status. Support the preparation and coordination of event materials, including invitations, collateral, briefing documents, and run-of-show. Assist with guest list management, RSVP tracking, and coordination with the Data team. Maintain accurate attendance records and support post-event reconciliation and reporting. Coordinate basic logistics with vendors, including outreach, scheduling, and tracking deliverables. Prepare and organize event‑day materials, including registration lists, name badges, and on‑site collateral. Provide on‑site support for events, including setup, registration, guest assistance, and breakdown. Assist with volunteer coordination under the direction of event leads. Support pre‑and post‑event processes, including data entry, and follow‑up on outstanding items. Maintain and update internal systems, including event calendars, SharePoint, and Raiser's Edge. Maintain organized records of venues, vendors, and event resources. Assist with scheduling, internal meeting coordination, and space reservations. Provide administrative support to the Senior Director of Special Events, including calendar coordination, meeting preparation, and special projects. Perform general administrative duties and other responsibilities as assigned. indicates duty is "essential" as defined by the Americans with Disabilities Act (ADA). Qualifications Bachelors degree required, or equivalent education and work experience None required, 1 year of experience in project coordination preferred, including internships or administrative/project support roles. Interest in events, nonprofit development, or project coordination preferred. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) Ability to learn fundraising databases; experience with Raiser's Edge preferred. Familiarity with Zoom or similar platforms preferred. Strong organizational skills and attention to detail Ability to manage multiple tasks with accuracy and follow‑through. Strong written and verbal communication skills Professional demeanor with the ability to interact with internal and external stakeholders. Discretion and ability to handle confidential information. Ability to work collaboratively in a team environment. Flexibility and willingness to support evening or early morning events as needed. Employer Description Strength through Unity and Inclusion The Mount Sinai Health System is committed to fostering an environment where everyone can contribute to excellence. We share a common dedication to delivering outstanding patient care. When you join us, you become part of Mount Sinai's unparalleled legacy of achievement, education, and innovation as we work together to transform healthcare. We encourage all team members to actively participate in creating a culture that ensures fair access to opportunities, promotes inclusive practices, and supports the success of every individual. At Mount Sinai, our leaders are committed to fostering a workplace where all employees feel valued, respected, and empowered to grow. We strive to create an environment where collaboration, fairness, and continuous learning drive positive change, improving the well‑being of our staff, patients, and organization. Our leaders are expected to challenge outdated practices, promote a culture of respect, and work toward meaningful improvements that enhance patient care and workplace experiences. We are dedicated to building a supportive and welcoming environment where everyone has the opportunity to thrive and advance professionally. Explore this opportunity and be part of the next chapter in our history. About The Mount Sinai Health System Mount Sinai Health System is one of the largest academic medical systems in the New York metro area, with more than 48,000 employees working across eight hospitals, more than 400 outpatient practices, more than 300 labs, a school of nursing, and a leading school of medicine and graduate education. Mount Sinai advances health for all people, everywhere, by taking on the most complex health care challenges of our time - discovering and applying new scientific learning and knowledge; developing safer, more effective treatments; educating the next generation of medical leaders and innovators; and supporting local communities by delivering high‑quality care to all who need it. Through the integration of its hospitals, labs, and schools, Mount Sinai offers comprehensive health care solutions from birth through geriatrics, leveraging innovative approaches such as artificial intelligence and informatics while keeping patients' medical and emotional needs at the center of all treatment. The Health System includes more than 9,000 primary and specialty care physicians; 13 joint‑venture outpatient surgery centers throughout the five boroughs of New York City, Westchester, Long Island, and Florida; and more than 30 affiliated community health centers. We are consistently ranked by U.S. News & World Report's Best Hospitals, receiving high "Honor Roll" status, and are highly ranked: No. 1 in Geriatrics, top 5 in Cardiology/Heart Surgery, and top 20 in Diabetes/Endocrinology, Gastroenterology/GI Surgery, Neurology/Neurosurgery, Orthopedics, Pulmonology/Lung Surgery, Rehabilitation, and Urology. New York Eye and Ear Infirmary of Mount Sinai is ranked No. 12 in Ophthalmology. U.S. News & World Report’s “Best Children’s Hospitals” ranks Mount Sinai Kravis Children's Hospital among the country’s best in several pediatric specialties. The Icahn School of Medicine at Mount Sinai is ranked No. 11 nationwide in National Institutes of Health funding and in the 99th percentile in research dollars per investigator according to the Association of American Medical Colleges. Newsweek’s “The World’s Best Smart Hospitals” ranks The Mount Sinai Hospital as No. 1 in New York and in the top five globally, and Mount Sinai Morningside in the top 20 globally. Equal Opportunity Employer The Mount Sinai Health System is an equal opportunity employer, complying with all applicable federal civil rights laws. We do not discriminate, exclude, or treat individuals differently based on race, color, national origin, age, religion, disability, sex, sexual orientation, gender, veteran status, or any other characteristic protected by law. We are deeply committed to fostering an environment where all faculty, staff, students, trainees, patients, visitors, and the communities we serve feel respected and supported. Our goal is to create a healthcare and learning institution that actively works to remove barriers, address challenges, and promote fairness in all aspects of our organization. Compensation The Mount Sinai Health System (MSHS) provides salary ranges that comply with the New York City Law on Salary Transparency in Job Advertisements. The salary range for the role is $66482.07 - $75000 Annually. Actual salaries depend on a variety of factors, including experience, education, and operational need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits. #J-18808-Ljbffr Mount Sinai Morningside