Event Coordinator

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.