Classified Title: Sr. Special Events Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: Employee group: Full Time Schedule: M-F, 8:30am-5:00pm Employee subgroup: Salaried Non-exmt Location: 04-MD:School of Medicine Campus Department name: 10003241-SOM Admin FJHM SOM Alumni Relations Personnel area: School of Medicine
Title: Senior Coordinator, Fund for Johns Hopkins Medicine Events,
Department of Donor Relations and Development Events
Fund for Johns Hopkins Medicine
Reports to: Associate Director, Fund for Johns Hopkins Medicine Events,
Department of Donor Relations and Development Events
Fund for Johns Hopkins Medicine
Summary of Responsibilities:
The Fund for Johns Hopkins Medicine Events team works collaboratively with colleagues across medicine and the institution to create experiences that build stronger donor and alumni relations, allowing staff to focus on cultivation, fundraising, and ensuring donors and alumni remain connected to Johns Hopkins. We operate as a central service to the Fund for Johns Hopkins Medicine (FJHM) in regard to donor/alumni relations, events, building recognition, and other needs as warranted.
The FJHM events Sr. Coordinator is responsible for proactively planning and implementing Johns Hopkins Medicine development events and supporting School of Medicine alumni events, as needed. The FJHM events team strives to create unique event experiences for constituents. Such events include professorship installations, receptions/dinners, symposiums, reunions.
Interaction with Leadership
Manage the event calendar and reviews/submits briefings in relation to FJHM events for the President and Provost of the University, Dean/CEO of Johns Hopkins Medicine, President of the Johns Hopkins Hospital and Health System, Department Directors, and senior leadership of DAR and FJHM.
Serve as a consultant to departments on leadership needs and follow up with department contacts as needed to ensure leadership request process moves forward.
Create and distribute briefing templates and briefing information to colleagues as events are scheduled with leadership.
Coordinates 30+ events per year for FJHM, individual departments, University Leadership, and School of Medicine alumni; some independently and others in partnership with the Associate Director of FJHM Events or Senior Director of Alumni Relations, and Development Events.
Assists Sr. Director and Associate Director with large-scale events including annual dean's symposia, School of Medicine reunions, and building groundbreakings/dedications that have budgets in excess of $100,000 and attendance in excess of 300+.
Leads departments in planning and execution of events from start to finish, using independent judgment to create event timelines, advise development staff accordingly, and set/stay within a given budget.
Plans, produces, and cleans-up events, including, but not limited to: negotiating for space contracts and book space, arranging food and beverage, ordering supplies and audiovisual equipment, making travel arrangements, ordering event signs, ensuring appropriate décor, and preparing nametags, briefings, materials, event supplies, gift bags, literature tables, registration lists, and seating cards to meet the quality and expectations of Johns Hopkins event,
Assists Directors, Associate Director, Senior Management, Vice President at FJHM, and Dean/CEO's office with the planning and implementation of special projects, programs, and events as requested, including non-development events.
Works effectively with vendors, including, but not limited to, printers, caterers, suppliers, mailing houses, photographers, florists, and restaurants.
Dean's Symposia Events
Through strong and efficient management of logistics, communications and production, serve as primary support for the Sr. Director and Associate Director to plan national Johns Hopkins Medicine Dean's Symposia
Assists to recruit and lead volunteers for engagement opportunities.
Research hotels, venues, caterers and other vendors, and secure locations and contracts as appropriate.
Track all ancillary events that will be taking place in conjunction with the main Symposiums.
Executes communication needs in partnership with Associate Director of Communications and Associate Director of Events; oversees coordination of registration, logistics and on-site execution.
General Event Information
Executes events within the specified budget.
Understands the University's donor database, known as ALADIN, and its various modules, especially events management.
Gather information and statistics, via surveys, on each project/event from development offices and attendees to achieve quality event productions by keeping detailed records and enters data into ALADIN database and department event tracking database.
Providing training to FJHM staff in creating and maintaining events in ALADIN, specific events, and event policies and procedures.
Maintains R.S.V.P. email and voicemail accounts. Answers and responds to inquiries in a timely, polite, and professional manner and enters the data into ALADIN events module.
Proposes new ideas to improve the event planning and implementation process.
Conducts research, makes site visits, and finds resources to help staff make decisions about event possibilities by creating and maintaining a list of venues, capacities, catering, accessibility, contacts, hours of operation, and parking options. Compile information into the events binder and update on a regular basis.
Uses outside vendors and in-house resources to coordinate large mailings. Proofread communications to ensure accuracy. Works with Business Services to update records and mailing lists.
Update the Trustee listing, facilitate requests for Trustee event invitations, and obtain/distribute trustee mailing labels to development colleagues.
Maintain our signage/event supply inventory and suggest reorders when necessary. Fulfill colleague signage requests for events.
Utilizes computers for word processing, mail merging, maintaining lists, updating database records, and producing varied reports.
Works a flexible schedule to accommodate and staff events. May require early mornings, nights, and weekends. Some travel may be required.
Answers the main telephone line for the Donor Relations and Development Events department as needed.
Performs other duties including, but not limited to, photocopying, mailing, and training as necessary.
Make follow-up phone calls as needed before each event.
Manage the departmental events intern providing guidance, feedback, and information on development.
Bachelor's Degree preferred, 2-3 years relevant experience preferred.
The ideal candidate has at least two years of experience in event planning or project management, preferable in a higher education/health care environment and with VIP cliental. Experience with meeting/event planning, development (preferably in higher education or health care), and marketing ideal.
Self-starter with a positive attitude
Proactive problem solver
Superior planning, communication, and follow-through abilities.
Ability to work professionally with donors, vendors, and faculty and staff as representation of the Fund for Johns Hopkins Medicine
Strong attention to detail.
Ability to work within a given budget, multi-task, and prioritize in a well-organized manner.
Must possess excellent verbal, interpersonal, and written communication skills.
Performs well under pressure and within time constraints with a high degree of accuracy and diplomacy.
Possess excellent word-processing and database management skills; significant PC experience and a thorough working knowledge of Windows, Word, Excel, Access, PowerPoint, the internet; and the ability to learn new software. SAP knowledge preferred.
Ability to work independently and as part of a team.
Night and weekend work with some travel for selected events possible.
Must be able to lift 50 pounds, sit for eight (8) hours, and stand for various time lengths, walk stairs, and travel.
Ability to lift 50 pounds, to sit for eight (8) hours straight, to stand for various time lengths, to walk stairs, and travel.
The successful candidate(s) for this position will be subject to a pre-employment background check.
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