Coordinator, Special Events - Department of Medical Education

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.

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.

• 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

Compensation Statement

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 $66,482.07 - $75,000.00 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.

Non-Bargaining Unit, 830 - Medical Education - ISM, Icahn School of Medicine