To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values - integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day.
The Manager Special Events oversees the planning, coordination and execution of the Closer to Free Ride (CTF) fundraising event in support of Yale New Haven Health's Smilow Cancer Hospital and Yale Cancer Center. This role manages event support staff and all aspects of event operations to ensure alignment with institutional goals and donor engagement strategies. Serves as the primary Development liaison to internal departments, external partners, and community stakeholders. Delivers presentations to prospective riders, volunteers, and sponsors to drive participation and philanthropic support. Actively engages faculty and staff across both Yale New Haven Hospital (YNHH) and Yale University to foster collaboration and involvement in Ride-related initiatives.
EEO/AA/Disability/Veteran
Responsibilities
1. Serves as the primary liaison between YNHH and outside event company for the hospital's signature fundraising event. This includes but is not limited to:1.1 Developing an overall fundraising and recruitment strategy each year.2. Leadership:2.1 Provides strategic direction, leadership, and daily management to Closer to Free event support staff and volunteers.3. Provides regular and timely updates and announcements to members of the leadership team. Provides a weekly KOI report documenting key benchmarks and progress or areas of concern year over year.4. Responsible for maintaining all aspects of the CTF store. This includes managing inventory, selecting and designing new merchandise, fulfilling all online orders and keeping the space organized and maintained throughout the year. Collaborates with the accounting team on all issues related to taxes. Handles the shipping of each online order. Processes refunds on an as needed basis.5. Identifies new sponsor prospects and works to develop a proposal/package for each. Works with previous sponsors on renewal packages. Completes all pharma grant applications and ensures post event reports are completed in a timely manner. Continuously stewards all sponsors throughout the year engaging them on upcoming events, encouraging employees to register riders and/or volunteers, and coordinating their on-site activation. Secures all sponsor logos, pledge forms, and gift in kind forms to ensure timely processing. Ensures all sponsorship payments are received in time for campaign close. Coordinates all aspects of newly organized sponsorship breakfast - stewarding all major sponsors and allowing them facetime with hospital leadership. Event coordination includes developing a speaking program, writing talking points, designing invitations, handling all follow up to ensure attendance.6. Continuously seeks out new donors of goods, services and supplies which can be donated to the event to ultimately save on overall expenses. This includes securing medical supplies, safety goods, food/beverage items, energy gels, and general event supplies.7. Oversees fulfilling and mailing of participant Home Check In packets. This includes ordering mailing supplies, preparing Fed Ex packages, coordinating pick up/delivery, and physically assembling the 500+ packets to arrive in a timely fashion.8. Serves as the primary contact for media partnership with NBC CT. This includes working with senior leadership to identify patient stories, volunteer/rider stories, sponsor highlights for weekly coverage from May until September. Coordinates the story highlights and sends detailed speaking points and photos to NBC team weekly. Arranges parking logistics for the media team and the interviewee. Attends each weekly recording. Collaborates with Marketing and Communications to alert key hospital staff of the recording details and locations. Responsible for distributing each story to the various internal Marketing teams who handle their own distribution of the stories.9. Maintains strong and meaningful donor relationships with riders, volunteers, sponsors, vendors and affiliated organizations.10. Serves as the primary point of contact for the event during any accident and/or emergency on site. Ensures follow up to necessary hospital leadership, media, and if necessary, participant's emergency contact/family member. Ensures any participant involved in an incident is well cared for with all logistics taken care of (including personal belongings, and vehicle and bicycle coordination, etc.)11. Coordinates all activities relating to the signature fundraising event's new volunteer sponsorship committee including communication to members, scheduling meetings, preparing agenda/notes and facilitating follow up and action items.12. Coordinates all detailed logistics for the hospital's signature fundraising event (storage, ordering of jerseys and rewards, delivery of items, parking, safety issues, maintaining inventories, etc).13. Working with other members of the team, seeks to continuously improve and enhance the success of the event. Responsible for suggesting new ideas to the team and to leadership and assesses the feasibility of changes to the event.14. Collaborates closely with the gift processing team on all issues related to offline donations, matching gifts, acknowledgement letters, transfer of stock shares, contributions via DAF's.15. Collaborates with the Director of Communications in the Development Office to develop ride specific communication stories and campaigns for various publications and appeals.16. Serves as the primary contact for all participant communications via phone, email and text. This includes providing technical support and customer service to those looking to register, donate, sponsor, or inquire about general event details. Also represents the event at various individual and team fundraisers after hours or on weekends.17. Serves as the point person for the hospital?s signature fundraising event to the Office of Information Security (OIS) as it relates to credit card transactions, potential fraud and any online threats.
Qualifications
EDUCATION
Bachelor's Degree required.
EXPERIENCE
A minimum of (5) years' experience in the areas of Event Planning, Fundraising, Prospect Development, Marketing, Public Relations, and/or Vendor Management is required.
SPECIAL SKILLS
Excellent public relations, organizational, analytical and mathematical skills required. Must be able to establish and maintain relationships with VIPs and vendors. Must have strong interpersonal as well as written communications skills. Must be a self-starter, and able to meet deadlines with limited supervision. Must be proficient in Word and Excel.
PHYSICAL DEMAND
Ability to work weekends. Light travel (mostly local) often using own vehicle required. Occasional evening and weekend work will be required.
YNHHS Requisition ID
170235