Event Volunteer Experience Coordinator

Position Summary

The Volunteer Experience Coordinator is a key contributor to HFMA’s One HFMA support model, an initiative designed to streamline chapter operations, elevate volunteer engagement, and deliver a consistent, high-quality member experience nationwide.

This role plays a critical part in strengthening the volunteer and member experience by centralizing governance support, awards and recognition programs, and standardized event and Cvent services for chapters and regions nationwide. By shifting administrative and event operations to HQ, this position empowers volunteer leaders to focus on community building, innovation, and delivering local member value.

Responsibilities

Event & Cvent Support (One HFMA Infrastructure Model)

• Provide centralized event infrastructure support to chapters and regions, including:
  • Cvent setup and registration website development
  • Sponsorship and exhibit registration management
  • Event communications (Save-the-Date, invitations, confirmations, reminders)
  • Webinar and digital event technical support, including speaker tech checks
  • Pos-event deliverables (surveys, certificates, recordings)
  • Ensuring adherence to established service timelines and standards
• Ensures events are executed consistently and professionally while reducing administrative burden on volunteer leaders.

Awards & Recognition Programs

• Manage the full lifecycle of HFMA’s volunteer and chapter awards programs, including submission systems, judge coordination, scoring, and communication.
• Coordinate award production and vendor management.
• Support recognition materials for leadership conference and recognition events.

Qualifications & Experience

• 3-5 years of experience in association volunteer/member engagement, or event management
• Experience managing in-person and/or virtual events
• Experience with Cvent or similar event management platforms preferred
• Strong project management and organizational skills
• Exceptional written and verbal communication skills
• A service mindset with the ability to build trusted relationships with volunteer leaders
• Ability to manage multiple priorities and meet deadlines in a dynamic environment
• Willingness to travel as needed

Critical Competencies

• The successful candidate will have excellent communication and organizational skills, with a strong customer service focus.
• Must be able to establish and maintain effective working relationship with internal staff and volunteer leaders.
• Self-driven, with exemplary work ethic and a positive outlook
• Ability to autonomously manage multiple projects, prioritize, and meet deadlines
• Excellent attention to detail, highly organized and care for quality of all work
• Dependable
• Receptive to change