Community Outreach Coordinator

Full job description

We are seeking a Community Outreach Coordinator to own the events and community organization lane for DM Clinical Research. This role is focused on community events, associations, nonprofit organizations, awareness walks, health fairs, local community groups, event logistics, PR-style community visibility, and post-event follow-up. The Community Outreach Coordinator helps DM show up professionally in the community, evaluate event value, execute events, and document outcomes.

Duties and Responsibilities

• Research community events by city, market, indication fit, audience, expected value, cost, sponsorship path, deadline, logistics, and lead capture opportunity.
• Build and maintain a community events calendar across priority markets such as Houston, Bellaire, Phoenix, Indianapolis, Philadelphia,
• Miami, DFW, Chicago, Detroit, Tomball, Cypress, and other active or startup markets.
• Identify and track community organizations, associations, nonprofit groups, support groups, health coalitions, awareness organizations, and local public health/community groups that align with priority indications.
• Evaluate events using a standard framework that includes study/indication fit, audience fit, site capacity, budget/sponsor path, staffing needs, materials, expected patient value, expected partner value, and follow-up needs.
• Coordinate event planning with Community Engagement leadership, site/regional teams, Creative, Digital, Finance, and Enrollment as needed.
• Confirm event logistics including registration, booth/table details, setup time, location, parking, shipping address, contact person, attendance expectations, and day-of support needs.
• Coordinate event materials, including flyers, QR signs, table signs, banners, giveaways, educational handouts, approved language, and lead capture forms with Marketing/Creative support.
• Coordinate with Digital or the appropriate performance owner to confirm QR codes, source labels, UTM tracking, event form links, and source reporting before the event.
• Coordinate with Finance on event budget, PO needs, receipts, invoices, sponsor support, reimbursement documentation, and final event cost summary.
• Coordinate event staffing with site/regional teams and make sure the team understands the booth process, talking points, lead capture process, approved materials, and escalation path.
• Create event training notes, booth setup examples, talking points, FAQ sheets, and event-day checklists for site teams.
• Support community organization follow-up for event opportunities, sponsorship packages, association proposals, community education presentations, awareness month programs, and local health initiatives.
• Coordinate with the Social Media Coordinator for pre-event awareness, day-of content needs, photo collection, post-event recap, and Google Business Profile/local visibility posts.
• Collect or request event photos, approved recap details, staff feedback, lead counts, QR scans, community contacts, and partner opportunities after each event.
• Prepare post-event recap reports showing cost, staffing, materials, leads, community contacts, partner opportunities, what worked, what did not work, and recommendations for future events.
• Share event lessons learned with Community Engagement leadership, site/regional teams, and leadership so event performance improves over time.
• DM Clinical Research | Internal TA Review Document
• Maintain a community organization tracker separate from PPP/provider partner pipeline so events, associations, and nonprofit relationships are not mixed with clinic/provider partnership opportunities.
• Escalate community opportunities that may become PPP/provider partnerships to the correct provider partnership owner without taking over the PPP relationship lane.
• Escalate events that may require sponsor funding, legal review, high cost, significant staffing, or leadership approval before commitment.
• Support PR-style community visibility by identifying where DM can show local involvement, education, community support, and research awareness in a compliant and brand-appropriate way.

Knowledge and Experience

Education

• Bachelor’s degree in Marketing, Communications, Public Relations, Public Health, Healthcare Administration, Event Management, Community Engagement, or related field preferred.
• Equivalent event coordination, community outreach, nonprofit, healthcare, PR, or local marketing experience may be considered.

Experience

• Minimum 2 to 4 years of experience in community outreach, events, public relations, nonprofit coordination, healthcare outreach, community partnerships, or local marketing.
• Experience researching, planning, coordinating, or supporting community events required.
• Experience working with associations, nonprofit organizations, health fairs, awareness walks, support groups, or local community organizations preferred.
• Healthcare, clinical research, patient education, multi-site marketing, or regulated content experience preferred.

Credentials

• Event planning, public relations, community engagement, nonprofit management, healthcare outreach, or project coordination training preferred but not required.

Knowledge and Skills

• Strong event coordination and follow-through.
• Ability to evaluate events by strategic value, not just availability.
• Ability to communicate professionally with community organizations and site teams.
• Strong attention to logistics, materials, setup, staffing, receipts, source tracking, and follow-up.
• Ability to distinguish between community organization/event opportunities and PPP/provider partnership opportunities.
• Ability to write clear event recaps and lessons learned.
• Comfort working in healthcare, clinical research, or compliance-sensitive environments.

KPI & Success Metric

Event Research Quality

• Events are evaluated by study fit, market fit, audience, cost, timing, budget path, staffing, and expected value.

Event Readiness

• Approved events have confirmed logistics, materials, staffing,
• QR/source tracking, and day-of instructions.

Community Organization Pipeline

• Community organizations and associations are tracked separately from

provider/PPP leads.

Post-Event Follow-Up

• Event leads, community contacts, photos, recaps, and lessons learned

are documented after each event.

Budget Documentation

• Receipts, invoices, sponsorship support, and reimbursement

documentation are collected and stored.

Local Visibility Support

• Events produce usable content, recap opportunities, or community

visibility where appropriate.

Escalation Quality

• High-cost, high-risk, sponsor-funded, or PPP-adjacent opportunities are

escalated to the right owner.