Job Details

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Events & Promotions Coordinator

Salary Range: $21.75/hr - $26.10/hr

Department: Marketing & Communication Services

FLSA Status: Full Time, Non-Exempt

Salary Level: 4

Position Summary:

The Events & Promotions Coordinator is responsible for providing marketing events and administrative support for marketing operations. This team member coordinates promotional efforts events for the marketing team and other UHA departments at employer, member, community and associate-facing events, including, but not limited to: conferences/summits, industry conventions, trade shows, golf tournaments, health fairs, open enrollments, educational events, community expos, webinars, etc.

Essential Duties & Responsibilities:

Community and Business Events

• Organizes outreach programs and coordinates special events or a UHA presence to effectively promote UHA products, services, sales opportunities and/or influences public opinion, elevates UHA's brand identity or awareness or advances the position of the company
• Event coordination, support and organization using approved event briefs to guide event planning and facilitation including all major event components and areas of preparation such as e-invite set-up, execution and tracking, printing collateral, order/ purchase, gathering and transport of needed event supplies
• Serves as a point of contact for event sponsorships, participation or UHA special events
• Facilitates or assists with planning and organizing event attendees and volunteers to advance the mission and goals of the company
• Facilitates the creative development process including, monitoring deadlines, proofing, and providing input on content and promotional messaging
• Produces meaningful event recaps to capture and disseminate key results, outcomes, learnings and improvement actions for use in assessing ROI and future planning
• Can speak to basic UHA Health Insurance brand differentiators, products, benefits, programs and wellness services

Marketing and Communications

• Assists with organizing promotional programs and coordinating both traditional in-person or virtual events that support marketing and sales goals through promotion of campaigns, new products, services or brand distinction and awareness
• Utilizes both internal and third party data (e.g. UHA's Voice of the Customer (VOC) program to form recommendations and plans for events or experiential marketing
• Works closely within the organization with marketing, sales, client services, associate and health care services teams and assigned committees to ensure coordination and integration in support of company goals, objectives and initiatives
• Composes general business correspondence (such as emails and other informative material) and provides overall communications support such as updating external messaging, disseminating program information through the website, newsletter and other promotional methods such as social media
• Employs market research tools and techniques to gather relevant attendee data through events and programs (social media, web analytics, rankings etc.)

Administrative Support

• Recurring contracts, account payables, calendar maintenance, budget tracking and project work that requires expenditure tracking, process and quality improvements, data audits and reviews. for accreditation standards
• Undertakes daily administrative tasks to ensure efficient function and coordination of the department's activities
• General administrative duties include:
  1. Updating calendars (including executive invites) to schedule events, meetings and facilitate planning
  2. Responding to general department phone calls and emails as the point person for organized events (both internal and external and sponsorships
  3. Providing meeting support, including but not limited to scheduling, preparing and distributing agendas, minute-taking, room-booking, invitations to participants, and room or equipment setup
  4. Sorting and distributing postal mail, e-faxes and donation/sponsorship requests to Marketing team members and leaders in a timely manner according to policy guidelines
  5. Making travel arrangements and reservations as needed
  6. Developing and maintaining an organized virtual filing system
  7. Assist in developing, implementing and improving department policies and procedures
  8. Facilitating or participating in company quality assurance (QA) process for UHA document reviews and management and UHA website updates to meet standards, deadlines of URAC compliance
• Collateral materials: assist team with development & production process as needed to support events, PR or promotional needs
• Prepares presentations and reports for stakeholders for all areas of responsibility or as needed

Relationship-building: Builds trust and helps maintain UHA partnerships and relationships with stakeholders (both internal and external) to facilitate effective engagement and outreach

• Easily and effectively relates with diverse groups of people
• Supports marketing senior dept. leaders based on seasonal or project-based needs, including support of internal associate events owned by the Associate Services department
• Highly responsive and timely communications
• Identifies and seeks out opportunities to make warm introductions both internally and within network to develop, maintain and deepen relationships with community and non-profit partners and business or community leaders in an effort promote good will and increase awareness and positive sentiment for UHA

Other

• Achieves agreed upon targets and outcomes
• Keeps informed of current national and local industry news (health insurance, wellness general healthcare and well-being,) trends and best practices, while developing a network of resources and contacts to tap as appropriate
• Champions internal initiatives for marketing, employer branding, community impact and wellness
• Member of UHA well-being and associate events committees

Required Education and Experience:

The individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High school diploma or equivalent
• Two years of demonstrated experience in marketing and/or event promotions with some experience in office administration
• Excellent verbal, written and interpersonal communications skills
• Must be organized and detail oriented with strong time-management skills
• Self-directed and displays sound judgment and strong problem-solving abilities to take initiative and work independently
• Excellent phone, on-camera and in-person presence and interpersonal skills as necessary to interact and engage positively and effectively with individuals and diverse groups
• Must be a quick-learner with a keen ability to manage competing priorities with grace and discernment
• Proficient in all Microsoft Office applications
• Working knowledge of office equipment (e.g., printers)
• Ability to maintain strict confidentiality and act with discretion
• Must be able to represent UHA effectively and model our core values of Caring, Responsible, Supportive and Trusted
• Must have a valid driver's license and proof of automobile insurance in accordance with UHA required minimums (see Use Of Personal Or Rental Vehicles And Mileage Reimbursement Policy number A-012 in the UHA Policy and Procedure Manual)

Preferred and Advanced Qualifications:

• Bachelor's degree from an accredited forou-year college or university
• Preferred background in marketing, communications, or events
• Experience with social media, photography, and website support or client management
• Experience with electronic invite and event management platforms such as Eventbrite or RSVPify
• Ability to use CRM/Salesforce and other internal systems (e.g., QXNT) to track prospects, identify decision makers, timelines and enter data accurately and consistently
• Hawaii State Health Insurance Producer License

Physical Demands/Working Conditions:

The work environment characteristics described here are representative of those associate encounters while performing the essential functions of this job.

• See Associate Handbook - Employment Policies - Position Descriptions for general work environment
• Fast-paced, deadline-driven environment requiring the associate to flex his/her time management, organizational and communication skills while maintaining attention to detail and remaining both flexible and solution and outcome-oriented
• Ability to lift and/or carry materials up to 25 pounds
• Varies daily based on clients' and/or prospective clients' places of business. Regularly Includes but not limited to: outdoor settings, warehouses, factories, airconditioned offices
• Regularly travels to clients' and prospect locations by automobile and by plane to neighbor islands
• This position requires availability to work in office as needed (estimated minimum up to 8 hours/week)

Hours of Work

See Associate Handbook - Employment Policies - Work Schedule and Attendance. Includes some weekend, holiday, and/or evening shifts.

Equipment and Software Use

Please refer to Associate Handbook - Employment Policies - Position Descriptions for general list of equipment for that applies to all positions.

Vehicles

Must have access to an automobile and be able to travel in automobile and plane

Competitive compensation & excellent benefits offered

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An Equal Opportunity Employer