Classified Title: Sr. Special Events Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: $19.24 - $26.47 per hour Employee group: Full Time Schedule: Monday through Friday 8:30-5 with occasional evenings and weekends Employee subgroup: Salaried Non-exmt Location: 46-MD:JH at Harbor East Department name: 60000327-Operations Personnel area: Carey Business School
The Campus Sr. Special Events Coordinator is responsible for supporting all events, meetings and other activities at the Carey Business School. Specific responsibilities include supporting the front end meeting and event planning process. Additionally, the Campus Sr. Special Events Coordinator will be responsible for supervision of the physical appearance of the facility and the set-up of tables, chairs, stages, fixtures, and ancillary needs either individually or with assistance from the porter staff. This person is able to efficiently execute the roles and responsibilities of this position with minimal supervision.
Specific duties & responsibilities:
Ensure both planned and spontaneous events are properly organized, understood and ultimately articulated into an event outcome that is responsive to space, atmosphere, logistical and aesthetic requirements
Event Planning (80%)
Direct support and coordination for meetings, seminars, conferences, retreats, events and activities throughout the facility.
Proactively collaborate with the Director of Operations and Facilities to ensure integrity of facility and overall comfort and safety of attendees at all meetings and events
Concierge catering orders, bartending license, certificate of insurance, catering set up and clean up
Identification of preferred vendors for catering. Work collaboratively with the Green Team to create green, “no-waste” events.
Institution of preferred vendor list for departmental and student use.
Submit Loading Dock Requests for external vendors
Submit Guest Lists to security, identify security needs day-of event
Collaboration with Facilities Manager to ensure porter coverage for events
Provide event signage, crowd control ropes, recycling and trash bins, ancillary items
Coordinate and manage all deliveries of required materials and equipment for events
Coordinate with IT to identify technical needs for event and schedule accordingly
Collaborate with stakeholders and IT to drive continuous improvement
Create and share custom room layouts, run of show briefings and other event requirements.
Coordinate logistics for online learning filming sessions and provide hands-on assistance as needed
Coordinate with JH affiliates and external users to provide facility information, tours and pricing on space rental and concierge their event needs.
Coordinate parking passes. Prepare and process room rental and parking invoices.
Administrative Duties (20%)
Conduct tours of the facility and event spaces
Manage department email account
Schedule and ensure complete event data entry in 25Live
Conduct post-event debriefs and reconcile event data in 25Live and process all related invoices
Other duties as assigned
Minimum qualifications (mandatory):
High School diploma/GED required. Bachelor’s degree preferred.
Five years related experience required. Additional education may substitute for required experience.
Due to the presence of alcohol, candidate must be at least 21 years of age.
Experience using 25 Live/College Net scheduling software, preferred.
3+ years of progressively responsible event management experience preferred.
Special knowledge, skills, and abilities:
Ability to simultaneously manage multiple events properly, resolve conflict and effectively delegate tasks and duties.
Ability to build effective relationships with and provide support to internal and external customers.
Manage time effectively based on daily schedule
Detail oriented, ability to prioritize tasks and able to work under pressure with multiple deadlines.
Ability to exercise independent judgment to fulfill the responsibilities of the role and group.
Communicate proactively with all key stakeholders such as Students, Departments, school leadership, faculty, Operations/Facilities, IT, Security, Porters, Building Management and Special Events.
Microsoft Office, Outlook, 25Live/College Net
The successful candidate(s) for this position will be subject to a pre-employment background check.
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at email@example.com. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
Equal Opportunity Employer Note: Job Postings are updated daily and remain online until filled.
Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.