Event Coordinator - Kyler Professional Search : Job Details

Our client, a highly respected nonprofit organization based in Pittsburgh, is seeking a Clinical Event Coordinator to lead the planning and execution of one of the region's most impactful annual healthcare events. With a mission to deliver free dental, vision, and hearing services to underserved individuals, the organization mobilizes more than 1,500 volunteers to provide compassionate care through a large-scale, two-day clinic each year.

We are specifically looking for candidates that have CLINICAL event coordinator skills

This is a hands-on, in-person role for someone who thrives in dynamic environments, is clinically fluent, and understands the nuances of managing both people and logistics in a mission-driven setting. The ideal candidate is an organized self-starter who can collaborate effectively, solve problems on the fly, and communicate with a broad range of clinical professionals, volunteers, vendors, and sponsors.

Key Responsibilities

Event Leadership & Execution

• Lead the planning, logistics, and successful delivery of the organization's annual two-day clinic and other year-round events.
• Coordinate site logistics, vendor management, scheduling, and on-site operations including setup and breakdown.
• Serve as point of contact for volunteer department leads, medical professionals, and community partners before and during events.

Inventory & Logistics Oversight

• Maintain and manage clinical inventory, expiration tracking, and donation coordination.
• Organize supply deliveries, warehouse logistics, and ensure regulatory compliance for medical equipment.
• Partner with vendors and internal teams to streamline processes and eliminate waste.

Volunteer Management

• Recruit, onboard, and support both clinical and non-clinical volunteers.
• Create and deliver training resources to prepare volunteers for clinic roles.
• Build long-term volunteer engagement through regular communication and recognition.

Sponsorship & Community Engagement

• Assist in securing sponsorships and cultivating donor relationships.
• Oversee in-kind donations and partner follow-up including impact reporting.
• Support fundraising and outreach initiatives to sustain and grow clinic operations.

Communications & Outreach

• Collaborate on public relations, social media campaigns, and marketing strategies to expand awareness and participation.
• Build relationships with healthcare networks and community organizations to enhance visibility and support.

Fiscal & Compliance Responsibilities

• Track event-related expenses, assist in budget creation and post-event reconciliations.
• Ensure accurate recordkeeping for vendor contracts, donations, and reimbursements.
• Maintain health, safety, and compliance standards throughout event planning and execution.

Key Qualifications

• Bachelor's degree in healthcare administration, nonprofit management, event planning, or relevant experience preferred.
• Minimum of 3 years' experience in event planning, healthcare coordination, or volunteer management.
• Clinical background or experience working alongside dental/medical professionals is strongly preferred.
• Proficiency with event planning tools, volunteer coordination systems, and basic budgeting.
• Strong interpersonal skills, high attention to detail, and ability to remain calm under pressure.
• Comfortable performing physical tasks including event setup and inventory management.