Events and Operations Specialist - School Of Medicine

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.