Coordinator, Special Events - Department of Medical Education

Description The Special Events Coordinator (Coordinator) reports to the Director of Special Events and Marketing (Director) and supports the Director in the execution of the Leni and Peter May Department of Medical Education’s strategic vision for departmental and institution-wide events. Working in close relationship with the Director, the Coordinator will be responsible for the development, operational planning, implementation, and evaluation of departmental and institution-wide events that engage faculty, students, and community constituencies. The Coordinator will be the liaison to the Health System Special Events Department working on all institution-wide events as needed. The Coordinator will collaborate with Deans’ staff and leaders in the Department of Medical Education, Dean’s Office, and Graduate School to conceptualize special events and will oversee all aspects of implementation to ensure quality and alignment with Medical School goals and policies. Responsibilities Strategic Implementation Partner with the Director to implement the strategic vision and annual plan for special events. Assist the Director in planning and executing high-profile institutional events, signature programs, and strategic initiatives. Translate strategic goals into detailed operational plans, timelines, and deliverables. Provide project updates, budget tracking, and post-event analysis to the Director to inform future planning. Event Planning & Execution Coordinate all special event logistics, including venue selection, contract negotiation, catering, décor, audiovisual services, and technical support. Manage event budgets in collaboration with the Director, ensuring fiscal responsibility and adherence to institutional guidelines. Develop detailed production timelines and manage event run-of-show documentation. Ensure events reflect institutional branding, quality standards, and stakeholder expectations. Serve as on-site lead for event execution, troubleshooting issues and ensuring seamless delivery. Provide support for all program, department, and school-wide events as necessary Event Communications Support the Director to implement communication strategies supporting departmental events. Create and manage event marketing communication plans (print, web, social media, email, and mail). Design and produce invitations, promotional materials, collateral, recognition gifts, and post-event communications. Ensure consistency with institutional brand standards and messaging guidelines. Leadership & Collaboration Assist the Director with managing and supervising staff responsible for event coordination activities. Along with the Director, act as an ambassador of the Department of Medical Education at departmental and institution-wide events. Build and maintain strong relationships with vendors, including caterers, florists, designers, and event production teams. Collaborate with faculty, department leadership, and external partners to support event objectives. Operations & Continuous Improvement Develop and maintain policies and procedures to ensure professional and consistent execution of events and marketing initiatives. Maintain and update the departmental event planning and marketing reference guide to ensure best practice adherence and continuity. Monitor project milestones and evaluate event outcomes to support continuous improvement. Provide support for special projects and additional initiatives as assigned by the Director, Senior Associate Deans, and/or the Dean. Qualifications Bachelor’s Degree in required 5+ years of demonstrated success in planning, producing and managing events, preferably in higher education and/or academic medicine A mix of marketing and communications experience in education or the private sector Ability to manage constituent relations internally and externally Demonstrates ability to problem solve, multi-task, and understand the big picture Ability to collaborate with diverse stakeholders – faculty, staff, benefactors and community partners Ability to make discerning and appropriate aesthetic and style judgments Ability to problem-solve and negotiate complex decisions in response to emergent situations Excellent organizational and project management skills- preferably experience in advanced project management Excellent time management skills Ability to multi-task and complete work in required timelines Ability to create high quality, professional written documentation and correspondence Attention to detail Strong interpersonal and customer service skills Commitment to teamwork and collaboration Ability to maintain confidentiality 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 Medical Center