Clinical Event Coordinator
About the Organization:
a Call to Care, Inc. d/b/a Mission of Mercy Pittsburgh (MOMPGH) is an event-based nonprofit providing free dental, vision, and hearing services to underserved individuals in the greater Pittsburgh area. Each year we host a two-day free clinic, staffed by over 1500 volunteers. As a volunteer led organization, MOMPGH relies on strong coordination and efficient event execution to mobilize dental, medical professionals and non-clinical support teams who generously give their time and expertise - often at a financial sacrifice. Maintaining a well-organized, supportive and rewarding experience is essential to sustaining volunteer engagement and achieving our mission of providing essential dental, vision and hearing services to those who may otherwise go without treatment.
Position Summary:
The Clinical Event Coordinator is responsible for the planning, organization, and execution of MOMPGH's annual two-day free clinic, as well as supporting other community engagement and fundraising events. This role ensures seamless logistics, volunteer coordination, and sponsor relations to maximize impact.
Success in this position requires someone who has clinical experience, is a fast learner, able to take direction, and willing to ask for guidance when needed-while also demonstrating strong independent problem-solving and decision-making skills. The ability to communicate effectively with volunteers, clinical professionals and stakeholders is essential.
This is a hands-on, in-person role that requires full-time commitment and flexibility, particularly in the months leading up to the event when the pace is fast and highly collaborative. The ideal candidate must be able to thrive in a high-pressure environment during event preparation and execution while also managing their workload efficiently and proactively in the quieter months. Between events, the focus shifts to process improvements, refining logistics and working with volunteers either 1:1 or in small groups to sustain and enhance future events while strengthening long-term volunteer, vendor and sponsor commitment.
Key Responsibilities:
Together with the organization's operational Board Members and Volunteer Department Leads; the Clinical Event Coordinator is responsible for the following:
Event Planning & Execution:
- Plan, coordinate and execute all aspects of the two-day clinic, including site logistics, signage, vendor relations, scheduling and hands on set up and tear down.
- Work directly with department leads, volunteers and vendors to ensure all logistical and operational needs are met.
- Actively troubleshoot and collaborate with appropriate parties to resolve any event-day challenges to maintain efficiency and patient flow.
Logistics & Inventory Management:
- Oversee and maintain the organization's inventory, working with the Clinical Director, clinical department leads and Central Supply volunteers to ensure up to date records.
- Monitor product expiration dates and facilitate the donation of expiring soon supplies to other nonprofits to minimize waste.
- Support Central Supply volunteers in tracking supply needs, ordering efficiently and securing in-kind donations.
- Manage deliveries of both purchased and in-kind donations of supplies and equipment to the Neville Island warehouse.
- Work closely with vendors and internal teams to ensure proper handling, storage and return of equipment and supplies.
- Coordinate any necessary permits and waivers, as well as facility access.
Volunteer Coordination:
- Actively recruit, onboard and manage both clinical and non-clinical volunteers, ensuring event needs are met while adapting to volunteer availability and capacity.
- Develop, implement and maintain volunteer training resources to prepare volunteers for their roles.
- Maintain relationships with returning volunteers throughout the year and cultivate new connections to foster long-term engagement.
Sponsorship & Partnerships:
- Assist in securing and managing event sponsorships, in-kind donations, and partnerships to support clinic operations and long term-sustainability.
- Coordinate with sponsors, healthcare providers, and community partners to ensure commitments are fulfilled and engagement is maintained.
- Support sponsor and donor stewardship efforts, including timely acknowledgements, follow up communication and post event impact reporting.
Marketing & Outreach:
- Contribute to the planning and execution of promotional efforts including social media, press releases, email campaigns and community engagement initiatives.
- Foster relationships with community groups, local organizations, and healthcare networks to expand awareness and increase volunteer participation.
Budget Management:
- Track and manage event related expenses, ensuring alignment with organizational budgets
- Work closely with leadership, accountants and auditor to review spending, identify cost saving opportunities, and maintain fiscal transparency.
- Assist in preparing and managing budget projections for clinic operations, sponsorship funding and in-kind donations.
- Ensure proper documentation and reporting of expenses, vendor contracts, and reimbursement requests.
- Support post-event financial reconciliation both for the purposes of impact reporting to sponsors and for accounting purposes including in-kind donation reconciliations.
- Risk Management & Compliance: Ensure events comply with health and safety regulations and organizational policies.
Qualifications:
- Bachelor's degree preferred in healthcare administration, nonprofit management, event planning, or a related field, or equivalent professional experience.
- 3+ years of experience in event coordination, preferably in nonprofit, healthcare or large-scale volunteer-driven settings.
- Strong preference for candidates with dental expertise or experience in clinical settings, dental event coordination, or working with dental professionals.
- Proven ability to plan, execute and troubleshoot high-volume events with multiple stakeholders.
- Strong organizational skills with attention to detail, ability to prioritize competing deadlines, and work under pressure.
- Experience working with clinical professionals, volunteers and community partners.
- Proficiency in event management, volunteer coordination platforms, CRM systems and other event-based software systems.
- Significant in-person presence required, with extensive physical activity during event setup, execution and breakdown.
- Ability to perform ongoing physical tasks throughout the year including inventory management, organizing supplies and occasional lifting/moving of materials as needed.
Compensation & Benefits:
- Competitive salary commensurate with experience and qualifications.
- Health benefits negotiable, along with paid time off and professional development opportunities to support career growth.
- Balanced flexibility - while the role requires intensive in-person work leading up to the main event and at various times throughout the year, flexibility in workload management is available during other periods based on performance.
How to Apply:
Interested candidates should submit a resume, cover letter, and three professional references to . Applications will be reviewed on a rolling basis until the position is filled.
MOMPGH is an equal opportunity employer and is committed to fostering a diverse and inclusive workplace.