Community Events Specialist

VIPcare•Huntsville, AL

2d•$50,000 - $60,000

About The Position

The Community Events Specialist independently owns community event activity within an assigned region, delivering high-quality, compliant educational events and outreach that support Medicare beneficiary awareness and access to Better Health Group’s care model. The role operates within the strategy, standards, and Medicare regulatory framework established by the Manager, Community Events, while exercising independent judgment over regional implementation, budget allocation, vendors, partners, scheduling, and event outcomes. Day-to-day activities within the approved budget and compliance guidelines do not require case-by-case managerial approval. The Specialist plans and executes events from concept through post-event analysis, including broker engagement sessions and larger community events. The role is responsible for appropriately classifying events, selecting venues and formats, coordinating logistics, ensuring marketing materials receive required review, managing invitations and attendee data, addressing day-of issues, and conducting compliant follow-up. It also holds independent ownership of the regional event budget, including allocation, financial records, vendor invoices, and cost-sharing arrangements. The position builds relationships with brokers, health plan partners, and community organizations while ensuring arrangements comply with CMS rules, the Anti-Kickback Statute, HIPAA, and company policies. The Specialist maintains event data in CRM platforms, manages the regional event calendar, analyzes performance, reports results and compliance matters to the Manager, and maintains documentation demonstrating compliance. Frequent travel within the assigned market, occasional evening and weekend work, and physical participation in event setup and execution are required.

Requirements

High school diploma or equivalent.
At least 3 years of experience in event planning, community outreach, or marketing, including demonstrated independent management of event strategy and budget within a territory or market.
Demonstrated ability to own and manage a budget, allocate resources, track spending, and make independent financial decisions within an assigned area.
Proficiency in Salesforce or a comparable CRM.
Proven ability to independently manage multiple concurrent events and competing priorities under tight deadlines.
Strong negotiation, interpersonal, and relationship-building skills.
Strong organizational skills, attention to detail, and self-direction.
Valid driver's license and willingness to travel across the assigned regional market.
Ability to handle data and sensitive information confidentially.
Cultural diversity awareness and sensitivity toward target patient populations.
Ability to travel frequently within assigned markets, up to 75%.
Ability to stand, walk, and participate in event setup and execution.
Ability to lift and carry event materials weighing up to 25 pounds as needed.
Ability to operate a motor vehicle and maintain reliable transportation between assigned locations.
Ability to work occasional evenings and weekends based on event schedules.

Nice To Haves

Bachelor’s degree in Marketing, Business Administration, or a related field.
Experience in Medicare Advantage, Medicaid, or value-based care organizations.
Working knowledge of CMS Medicare marketing regulations (42 CFR Part 422/423 Subpart V), Anti-Kickback Statute requirements, and CMS event-type rules.
Experience working with insurance brokers or licensed sales agents; understanding of CMS broker compensation rules is a plus.
Bilingual English/Spanish.
Familiarity with project management tools such as Monday.com or HubSpot.

Responsibilities

Own the end-to-end planning and execution of community events in the assigned region, from concept through post-event analysis.
Apply enterprise event standards to regional programming based on market conditions, partner expectations, and logistics.
Independently classify events as educational or marketing events and ensure activities and materials comply with the rules for each event type.
Select venues, formats, and logistics, including catering, A/V, and signage, while observing applicable limits on food, beverages, and gifts.
Ensure event marketing materials comply with CMS guidelines and receive required review and approval before use; escalate review needs as appropriate.
Resolve day-of event issues and escalate potential regulatory exposure, beneficiary complaints, or unanticipated broker conduct.
Manage invitations, RSVPs, attendance tracking, and follow-up in compliance with CMS contact rules and HIPAA.
Own and manage the regional events budget, including allocating and reallocating approved funds, tracking spending, and maintaining audit-ready records.
Negotiate and execute health plan partner cost-sharing arrangements at fair market value, ensuring written documentation and compliance review before execution.
Evaluate vendor invoices, authorize expenditures, and approve payments within designated budget authority.
Provide regional budget analysis, forecasting, and recommendations to the Manager.
Manage broker and partner relationships in accordance with the Anti-Kickback Statute and applicable CMS requirements.
Coordinate co-sponsored events with regional health plan partners and ensure arrangements are documented and reviewed for compliance.
Maintain accurate event data, leads, and outcomes in CRM platforms in accordance with enterprise standards, HIPAA, and CMS data use rules.
Develop and manage the regional event calendar, retaining authority over regional scheduling and prioritization.
Track and analyze regional event performance and determine appropriate regional follow-up actions.
Provide regular regional performance and compliance reports to the Manager, flagging matters that need enterprise-level attention.
Maintain working knowledge of relevant CMS Medicare Advantage and Part D marketing rules, OIG guidance, and Anti-Kickback Statute requirements.
Maintain compliance documentation for regional events, including event classifications, material approvals, vendor agreements, and compliance consultations.
Participate in required compliance training and apply updated regulatory guidance to regional event practices.