Events and Operations Specialist - School Of Medicine

Kaiser Permanente Bernard J. Tyson School of Medicine; Pasadena (CA); On-site; USD 70,000 - 95,000; Full time

Job summary

The Kaiser Permanente Bernard J. Tyson School of Medicine (KPSOM) is seeking an Events and Operations Specialist to independently manage key programs, events and operational initiatives within the Offices of Student Affairs and Student Engagement.

You will plan, coordinate, and serve as the primary staff contact for Signature Student Events from planning through execution and follow-up. Key duties include budget tracking, vendor management, purchasing, expense reconciliation, and logistics.

Qualifications

• Five (5) years of relevant full-time experience in higher education, student affairs, professional or health education setting.
• Four (4) years of experience in event planning, program coordination, operations coordination, project management or a closely related function.
• Bachelor's Degree.

Responsibilities

• Independently manages logistical planning for Student Affairs events, including venue and space requests, vendor management, purchasing support, registration, and day-of execution support.
• Develops and maintains event timelines, task lists, and run-of-show documents; monitors milestones; identifies risks or barriers; adjusts plans as needed.
• Manages post-event wrap-up expense reconciliation, documentation and follow-up.
• Solicits and summarizes post event feedback, identifies recurring operational themes and lessons learned and recommends improvement for future events.
• Designs event documents for tracking event planning and deliverables and works with marketing and communications on event announcement elements.
• Develops and distributes student-facing communications, including calendar postings, event reminders, OSA social media content.
• Serves as operational owner of the student professional development funding program and manages the end-to-end administrative workflow for funding requests.
• Reviews requests for completeness and eligibility, coordinate required approvals, and maintain logs of awards and deadlines.
• Develop and maintain student-facing guidance, timelines and process communications.
• Supports project management, strategy, and communication development for annual reporting and policy development.
• Drafts, proofreads, and formats correspondence, agendas, and routine communications.
• Lead or support Student Affairs projects and initiatives as assigned.

Skills

Event planning

Project coordination

Vendor management

Budget tracking

Communications

Multitasking

Stakeholder coordination

Process improvement

Education

Bachelor's Degree

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Canva

Job description

Job Summary

The Events and Operations Specialist at the Kaiser Permanente Bernard J. Tyson School of Medicine (KPSOM) is responsible for independently managing key programs, events and operational initiatives within the Offices of Student Affairs (OSA) and Student Engagement. They plan, coordinate, manage, and serve as the primary staff contact for Signature Student Events from initial planning through execution and post event follow up, with responsibilities including budget tracking, vendor management, purchasing, expense reconciliation, and logistical implementation. They manage assigned Student Affairs projects and initiatives in partnership with the Senior Director of Student Affairs including project planning, stakeholder coordination, information management, communications and implementation tracking. The specialist will serve as the operational lead for the student professional development funding program, managing the end-to-end administrative process, such as eligibility review, approval workflows, documentation tracking, student communications and process improvement.

Essential Responsibilities

• Independently manages logistical planning for Student Affairs events, including venue and space requests, vendor management, purchasing support, registration, and day-of execution support.
• Develops and maintains event timelines, task lists, and run-of-show documents; monitors milestones; identifies risks or barriers; adjusts plans as needed.
• Manages post-event wrap-up expense reconciliation, documentation and follow-up.
• Solicits and summarizes post event feedback, identifies recurring operational themes and lessons learned and recommends improvement for future events.
• Designs event documents for tracking event planning and deliverables and works with marketing and communications on event announcement elements (i.e., save the date, invitation, and calendar invitations).
• Develops and distributes student-facing communications, including calendar postings, event reminders, OSA social media content, and digital or print communications; maintains media assets and utilizes established templates, processes, and communication channels to support student engagement initiatives.
• Serves as operational owner of the student professional development funding program and manages the end-to-end administrative workflow for student professional development funding requests (intake, tracking, documentation, status updates, and recordkeeping).
• Reviews requests for completeness and eligibility, coordinate required approvals , and maintain accurate logs of awards, reimbursements, and deadlines.
• Develop and maintain student-facing guidance, timelines and process communications.
• Manages assigned projects and initiatives sponsored by Student Affairs leadership including planning, coordination, implementation and follow-through.
• Supports the project management, strategy, and communication development for annual reporting, program evaluation, policy & process development, strategic planning, and team development.
• Drafts, proofreads, and formats correspondence, agendas, and routine communications.
• Supports the development of standard and nonstandard communication materials such as presentations, handouts, spreadsheets, newsletters, status updates, and summaries using Microsoft Word, Microsoft Excel, Microsoft PowerPoint, and Canva.
• Lead or support Student Affairs projects and operational initiatives as assigned.

Basic Qualifications

Experience

• Five (5) years of relevant full-time experience in higher education, student affairs, professional or health education setting.
• Four (4) years of experience in event planning, program coordination, operations coordination, project management or a closely related function.

Education

• Bachelors Degree.

License, Certification, Registration

• N/A

Additional Requirements

• Ability to manage multiple projects concurrently.
• Ability and willingness to work flexible hours to support activities of the office, including some evenings and weekends.
• Ability to identify operational issues, evaluate alternatives, and implement process improvements that support efficient and effective program operations.
• Demonstrated experience independently managing projects, programs, or events from planning through implementation and follow-up, including development of timelines, coordination of activities, tracking progress, and evaluation of outcomes.
• Experience managing relationships with vendors and external partners, including coordinating services, monitoring performance, and addressing issues to ensure successful program and event execution.

Preferred Qualifications

• Seven (7) years of relevant full-time experience in a higher education, student affairs, professional or medical education setting.
• Six (6) years of experience in event planning, executive communications, program coordinator, or project management.
• Three (3) years of experience supporting complex scheduling, travel coordination, and expense processing for a leader or program.
• Masters Degree.