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Events and External Relations Specialist - School of Medicine

Primary Location Pasadena, California Worker Location Flexible Job Number 1267697 Date posted 04/02/2024
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Job Summary:

The Events and External Relations Specialist demonstrates dedication across key areas at the Kaiser Permanente Bernard J. Tyson School of Medicine (KPSOM). They plan, coordinate, manage, and serve as the primary staff contact on events that receive sponsorship or co-sponsorship from the Deans Office, as well as those that hold strategic significance for the school. They efficiently manage and coordinate school tours and visits for various groups. They act as the primary liaison for school alums, maintaining and nurturing relationships and collaborating with other departments and offices as needed to establish initiatives and engagement.

Essential Responsibilities:

Events Management
  • Provides oversight of the planning, coordinating, and execution of events at varying levels of complexity from early ideation through completion. Events include, but are not limited to, those hosted by the Dean, tours, and events for select visiting groups, and support for leadership and Board of Directors events. This position will also have a dedicated role in the planning and executing the annual Commencement ceremony.
  • Develop relationships with vendors involved with events and negotiate favorable terms. In partnership with the procurement office, prepare contracts for execution, manage aspects of the procurement process, and ensure timely vendor payment.
  • Create, manage, and track event budgets.
  • Coordinate events with various school calendars and the Deans calendar to ensure load-balancing, minimize disruption to educational activities, and ensure the availability of appropriate senior leadership and students.
  • Design event documents for tracking planning and work with marketing and communications on event announcement elements (i.e., save the date, invitation, RSVP tracking, calendar invitations).
  • Create event communications plan and track responses.
  • Solicit feedback post-event and prepare and present summaries inclusive of strengths and lessons learned in the spirit of continuous quality improvement.
Serve as a point of contact for coordination with Kaiser Permanente and other community partners on event requests and liaise with partners to execute approved ones.
Tour and Deans Office Visit Coordination
  • Develop and manage intake process and policy for requested tours and visiting groups. Partner with Facilities regarding approved requests from parties external to KPSOM.
  • Maintain a master calendar of all school tours and VIP visits.
  • Serve as point person for school tours. Lead tours inclusive of various audiences.
  • Execute details of tour preparation, advance communications, coordination, provision, and follow-up.Continuously improve tour guide protocol and standard operating procedures. Disseminate relevant and updated information to community members.
  • Train tour guides from other departments as applicable.
  • Provide a well-orchestrated experience to guests and create a tailored experience for distinguished guests.
Alum Tracking and Relationship Management
  • Serve as a single point of contact for alums.
  • Work with the Office of Student Affairs to maintain an alum directory and coordinate alum surveys.
  • Strategically develop alum networking plan and build a program as deemed appropriate by leadership.
  • Proactively reach out to alums to include them in events and activities that may be of interest.  
  • Create and execute a periodic alum newsletter in partnership with the schools marketing and communications function.
  • Collaborate with the Office of Student Affairs to retain alums as career advising mentors and provide support when future classes engage in the matching process.
  • Coordinate a class gift program for graduating students (soon-to-be alums) and collaborate with the fundraising function to cultivate alums as potential donor prospects.
  • In partnership with the school development office as part of the schools growing development function, provide administrative support to include tracking and corresponding with inquiries and interested parties, as needed.
  • Other duties as assigned.
Basic Qualifications:


  • Minimum of Three (3) years in event planning/coordination, alumni relations, or related roles


  • Bachelors degree

License, Certification, Registration

  • N/A

Additional Requirements:

  • Knowledge of all logistical support aspects of special events, planning and production.

  • Exceptional organizational skills and attention to detail, with the ability to manage multiple projects simultaneously and meet deadlines

  • Experience creating production schedules, outlines, volunteer guides, and event materials

  • Ability to analyze complex problems and quickly determine viable alternatives

  • Strong interpersonal and communication skills, both written and verbal, with the ability to engage and build relationships with diverse groups of individuals

  • Ability to work independently and as a part of a team, demonstrating flexibility, adaptability, and problem-solving skills

  • Ability to confidently engage in a public-facing capacity; comfort with public speaking and leading groups (i.e., on tours)

  • Strong dedication to providing exceptional service

  • Ability to handle sensitive issues and the discernment to bring in higher levels of the Deans office as needed to provide guidance (e.g., the Chief of Staff)

  • Knowledge of business, social, and academic protocol; commitment to representing the school and the Office of the Dean in a positive manner

  • Academic alum relations experience or experience communicating with, and programming for, external partners

  • Volunteer management knowledge and experience

  • Proficiency in Microsoft suite of applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint. Ability to learn new technologies promptly and efficiently.

Preferred Qualifications:

  • N/A

Primary Location: California,Pasadena,KP School of Medicine Scheduled Weekly Hours: 40 Shift: Day Workdays: Mon, Tue, Wed, Thu, Fri Working Hours Start: 09:00 AM Working Hours End: 05:30 PM Job Schedule: Full-time Job Type: Standard Worker Location: Flexible Employee Status: Regular Employee Group/Union Affiliation: NUE-PO-01|NUE|Non Union Employee Job Level: Individual Contributor Department: SCHOOL OF MEDICINE - Dean's Office - 9201 Pay Range: $75300 - $97350 / year The ranges posted above reflect the location in the job posting. The salary range may vary if you reside in a different location or state than the location posted. Travel: Yes, 5 % of the Time Flexible: Work location is on-site at a KP location, with the flexibility to work from home. Worker location must align with Kaiser Permanente's Authorized States policy. At Kaiser Permanente, equity, inclusion and diversity are inextricably linked to our mission, and we aim to make it a part of everything we do. We know that having a diverse and inclusive workforce makes Kaiser Permanente a better place to receive health care, a more supportive partner in our communities we serve, and a more fulfilling place to work. Working at Kaiser Permanente means that you agree to and abide by our commitment to equity and our expectation that we all work together to create an inclusive work environment focused on a sense of belonging and wellbeing.

Kaiser Permanente is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status. Submit Interest