Wellness and Enrichment Event Coordinator

Description

 The Wellness and Enrichment Event Coordinator is responsible for designing, planning, promoting, and executing the social and enrichment program plan that engages,   inspires, and connects the community of residents at the Virginia Mennonite   Retirement Community (VMRC). The focus is on Independent Living and partners with team members to incorporate all VMRC Resident events. This role requires a mix of artistic vision, organizational excellence, and strong interpersonal skills to deliver experiences aligned with our organization’s mission and objectives. 

Requirements

Must Haves:

• Bachelor's degree in Event Management, Hospitality, Business Administration, or a related field. 
• 1-3 years of experience in event planning, operations, or a similar role. 
• Strong organizational and multitasking skills with attention to detail.
• Excellent communication and interpersonal skills.
• Ability to work under pressure and meet deadlines.
• Proficiency in Microsoft Office Suite, event management software, and CRM tools.
• Knowledge of budgeting, contracts, and vendor negotiations.
• Flexibility to work evenings and weekends and travel as required. 

Essential Functions

1. Event Planning and Coordination:

a. Collaborate with the Director of Arts and Enrichment and execute delegated responsibilities for Arts and Enrichment programs as assigned. 

b. Develop a calendar (monthly/yearly) of social events, educational programming, and engaging programming, keeping the 8 dimensions of wellness philosophy at the forefront of the creative process.

c. Plan and execute social and community events from concept to completion, including logistics, venue selection, catering, audiovisual setup, transportation, and accommodations. 

1. on campus, including speakers, educational programs, workshops, and musical concerts for residents. 

2. Off-campus trips, including weekly grocery store trips, luncheon outings, and trips to museums, concerts, and cultural events. 

3. Social Engagement opportunities include holiday parties, picnics, etc. 

d. Design events that are inclusive, accessible, and tailored to the target audience's interests.

e. Develop event timelines and schedules to ensure programs are on time, meet quality standards, and are seamlessly communicated with stakeholders to understand event goals, expectations, and requirements. 

f. Create and/or assist with creating event materials, signage, and promotional content. 

Operations and Logistics: 

a. Manage event setup, onsite coordination, and breakdown. 

b. Oversee vendor relationships, negotiate contracts, and ensure timely delivery of services. 

c. Maintain inventory of event supplies and coordinate procurement as needed. 

d. Troubleshoot operational and logistical challenges before and during events. 

Budgeting and Reporting: 

a. Assist in developing and managing event budgets, ensuring cost-effective solutions. 

b. Track expenses, process invoices, and reconcile budgets post-event. 

c. Collect and analyze feedback and share with a supervisor. 

Program and Event Promotion and Publication in Collaboration with the Director of AE

a. Co-lead to create, edit, and publish The Junction monthly as the primary means to communicate all the arts, enrichment, and special event programs. 

1. Partner with other stakeholders on campus to ensure other programs are included in the Junction. 

b. Provide accurate and timely publicity for events, including using bulletin boards, K4, mailings, and Blink employee social media. 

c. Consult with Director of Arts and Enrichment and Marketing and Communications to determine publicity needs for “open to the public” events. 

Administrative and Support Functions:

a. Maintain accurate records, databases, and documentation related to events and operations. 

b. Coordinate event registration, ticketing, and attendee communications. 

c. Support the marketing team in event promotion and outreach efforts.

d. Evaluate and assess all events, programs, trips, and classes by:

1. Tracking and reviewing attendance.

2. Recording resident feedback on program quality, facilitator, and environment.

3. Consistently address and provide answers to members' questions and comments. 

4. Implement an 18-24 month Events Survey for residents. 

5. Works with supervisor to monitor and identify future programming needs to aid in future budget development and program planning. 

e. Support the Director of Arts and Enrichment with art exhibitions on campus, including resident art, the Shenandoah Valley Water Color Society, a Juried Art Exhibition, and one to three additional partnerships per year.

f. Support Director of Arts and Enrichment with the Shenandoah Valley Lyceum Endowment Program.

g. Support programs and events hosted by the Wellness and Enrichment team as assigned by supervisor or Vice President. 

6. Ensures the safety of residents at all times during on-campus events and off-campus trips.

a. Regularly exercise independent judgment and discretion about matters of resident safety during off-campus trips involving transporting large groups by bus and managing visits to various venues. Also, we exercise independent judgment regarding resident safety during on-campus events involving 100 persons in our auditoriums.

b. Collaborate with bus drivers to ensure safe escort and loading of residents with cognitive and/or physical impairments through trip preparation, communication, and resident supervision.

Leadership and Team Coordination

a. Lead and coordinate teams of staff, volunteers, and contractors to assist with implementing programs and events. 

b. In collaboration with Volunteer Services, participate in projects that support intergenerational connections with students.  

Essential Functions – Financial Management

1. Maintains annual budget for relevant resident services accounts and submits receipts to bookkeepers promptly.

2. Work with the Foundation to seek sponsorship opportunities. 

Personal and Professional Development

1. Prepares a personal annual plan of action with measurable and time-limited goals to assess performance.

2. Assumes responsibility for and participates in staff development (professional growth) and training to remain knowledgeable of market and industry trends, competitors, and best practices for non-profit CCRCs. 

a. Attends professional meetings and workshops on an annual basis.

b. Represents VMRC in community, state, or national initiatives as appropriate.  

Leadership

1. Builds Effective Relationships

a. This leader makes people feel valued and important to the organization's success.

b. This leader offers positive recognition for a job well done.

c. This leader seems to care for people on a personal level.

d. This leader encourages the growth and development of others.

e. This leader manages his or her own emotions well. 

2. Performance

a. This leader sets performance goals for himself / herself and reaches them (accountability).

b. This leader is passionate and enthusiastic about his / her work.

c. This leader demonstrates high personal energy levels (commitment, drive, initiative, tenacity, and persistence).

d. This leader is focused on the resident's well-being and quality of life.

e. This leader actively demonstrates the organization's mission, vision, and values.

3. Leads Change

a. This leader will take risks and experiment.

b. This leader is an agent of change in the organization.

c. This leader is open to solving old problems in new ways.

d. This leader welcomes diverse points of view.

e. This leader encourages creativity and innovation. 

 General

1. Complies with all VMRC and departmental policies & guidelines conscientiously.

2. Actively engages residents in a meaningful, positive, and compassionate manner while ensuring an environment of resident-centered respect and appreciation.

3. Maintains confidentiality of all resident care and protected health information. Reports known or suspected incidents of unauthorized disclosure of confidential information to supervisor or designee.

4. Handles responsibility and maintains a positive, professional, collaborative working relationship with residents, families, administration, peers, and co-workers. 

5. Demonstrates good attendance and maintains "Employment in Good Standing".

6. Uses correct body mechanics to prevent injury to self, residents, and other staff.

7. Assumes responsibility for and actively participates in staff development (professional growth) and continuing education to keep skills and required certification(s) up-to-date.

8. Demonstrates computer skills necessary to complete job tasks/responsibilities.

9. Attends all required in-services and department staff meetings.

10. Follow emergency and evacuation procedures.

11. Performs other duties as assigned by the supervisor.

Salary : $22 - $29