Classified Title: Special Events Manager Working Title: Director, Private Events Program Role/Level/Range: ATP/04/PD Starting Salary Range: $58,695 - $65,000 per year Employee group: Full Time Schedule: M-F, 8:30am - 5pm Exempt Status: Exempt Location: 01-MD:Homewood Campus Department name: 10000081-Entrepreneurial Library Program Personnel area: Libraries
The Director of Private Events works closely with the curators and directors of the JHU Historic Museums, George Peabody Library, and other library spaces across the Johns Hopkins University, to manage private, corporate, and JHU event rentals within these spaces. Event rentals include catered dinner events, wedding ceremonies and receptions, filming and photoshoots, fundraisers as well as scholarly symposia. The Private Events Program generates significant funding to support library and museum operations.
This position must balance an understanding and appreciation of preservation, conservation, and curatorial needs and expectations within each space, with the need to achieve annual revenue goals through appropriate maximization of event rentals. This position leads a diverse team that supports ongoing event management; looks for, analyzes, and strategically pursues opportunities to grow the program; and manages communications with high-level stakeholders throughout the institution on all matters related to the Private Events Program.
Specific Duties & Responsibilities:
Direct Private Events in Museum and Historic Venues
Works with curators, directors, conservators, special collections librarians, and facilities management to ensure that all event clients, vendors, and staff understand and enforce specific space rules, guidelines, and regulations to protect museum and special library collections, works of art, furnishings and property.
Collaborates with curators and museum directors on integration of historic property history and features into the communication and outreach activities of the private events program. Speaks knowledgeably about the history and value of each historic venue and its associated collections.
Participates in property planning meetings by providing expertise and insight for physical property improvements from a private events perspective.
Achieve and Oversee Financial Goals
Responsible for sales and marketing strategies to achieve annual revenue goals while containing overall program expenses.
Identifies new sales and marketing opportunities to grow the program by expanding opportunities to leverage venues in new ways, draw new clients, and generate new business.
Completes annual review of marketing effectiveness, sets annual marketing priorities, and oversee the execution of annual plans.
Annually establishes and adjusts venue pricing by monitoring costs, competition, and supply and demand.
Manages approved equipment and property reinvestment and associated planning for projects in each venue.
Maintains oversight and review of invoices and expense payment, tracking of all client contracts and payments, and payroll.
Client Management and Program Administration
Oversees all aspects of client management to ensure outstanding customer service and staffing support for over 120 large scale catered events annually. Ensures that all sites visits, client contracting, and payment processing is responsive and timely.
Maintains solid relationships with influential clients including directors, presidents, and other highly placed individuals, to ensure satisfaction and repeat business.
Maintains pandemic and crisis planning and communication for the Private Events Program and manages all unexpected matters related to weather, utility, and other disruptions that may impact private event rentals.
Monitors and tracks all fire codes, space occupancy limits, health code expectations to ensure client, vendor and staff safety.
Works with team and vendors to follow city, state, federal, and local laws, ordinances and regulations.
Oversees scheduling of staff, security and cleaning for events and follow-up on any security or cleaning related concerns.
Private Event Team and Vendor Management
Manages a diverse team of approximately twenty-seven (27) full-time, part-time, casual, and student staff.
Directs onboarding and training of the events staff to meet program and customer protocol expectations.
Responsible for managing the performance process for staff including goal setting, planning for professional development, and annual reviews.
Manages contracted vendor relationships (catering, cleaning, tenting, etc.) including the annual assessment of service quality; contributes to rebid of contracts.
Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
Ongoing Expansion of the Program
Analyzes and evaluates new property prospects for event rental and filming potential. Specifically analyzes potential client value and attractiveness, space concerns and constraints, security needs, vendor access, health and safety risks.
Provides expert advice on management of large scale events outside the Private Events program, including vendor and client contractual recommendations and considerations.
Builds partnerships with colleagues to support broader revenue generation and outreach endeavors of the Sheridan Libraries and University Museums.
Provides an in-house consulting for the university, on the use of additional campus space for events and future potential programs.
Minimum Qualifications (Mandatory):
Experience managing and establishing new client relationships, managing client accounts, cultivating donors, or similar client engagement.
Demonstrated ability to lead and work along-side a diverse and talented team.
Excellent interpersonal and relationship building skills.
Diplomacy in managing demanding and highly placed clients, colleagues and community representatives; must have solid negotiation skills.
Must demonstrate initiative and the ability to introduce innovative ideas to ensure continued growth of the program, including collaborations with colleagues and/or vendors.
Must be highly organized, solutions-focused and detail oriented.
Must be able to work independently, represent the University professionally and use good judgement in to address unexpected situations that may impact the Libraries and Museums of JHU as well as the surrounding communities.
Minimum of 5 years related experience including supervisory and management experience required. Experience with historic or cultural venue events sales and management in an academic or nonprofit setting highly desired.
At least 2 years of supervisory/management experience preferred.
Bachelor’s degree required.
Additional education may be substituted for experience to the extent permitted by the JHU equivalency formula.
Advanced degree in non-profit management, museum studies, hospitality, business, marketing or related field preferred.
Due to the on-call nature of this position candidates that live within a 20-25 minute drive of the George Peabody Library and the Evergreen Museum & Library.
Special Knowledge, Skills, and Abilities:
Experience working in a historic venue, museum, or special library.
Experience managing contractual vendor relationships in event industry.
Ability to manage budgets, track expenses, and oversee revenue tracking.
Knowledgeable in health, fire, and other event related codes.
Understanding of marketing strategies, particularly social media.
Work Environment/Conditions and Additional Information
Due to the presence of alcohol, candidate must be at least 21 years of age.
Candidate must be available to work occasional evenings and weekends when events are scheduled. Candidate must be available to take calls from event staff as needed after-hours.
Candidate must have access to reliable transportation to travel to and from multiple work locations weekly.
Candidate must be able to occasionally travel locally or out of state for work related activities.
The worker is subject to subject to both internal and external environmental conditions. Activities occur inside and outside including in inclement weather.
Any Specific Physical Requirements for the Job:
Ability to frequently ascend or descend stairs, ramps, ladders, and the like both within building structures and outside property is required.
Ability to remain in a stationary position for sustained periods of time.
Ability to frequently move about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
The incumbent will be required to communicate regularly via telephone, email, and face to face with internal and external audiences and must be able to exchange accurate and timely information in these settings.
Dexterity of hands to operate a computer keyboard, mouse pad and other office machinery.
The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading.
The worker is required to have visual acuity to determine the accuracy, neatness, and thoroughness of the work assigned (i.e., custodial, food services, general laborer, etc.) or to make general observations of facilities or structures (i.e., security guard, inspection, etc.)
The Sheridan Libraries and University Museums are strongly committed to diversity. A strategic goal of the Libraries and Museums is to work toward achieving diversity when recruiting new staff and promoting existing staff. The Libraries and Museums prize initiative, creativity, professionalism, and teamwork. For information on the Sheridan Libraries, visit www.library.jhu.edu.For information on Evergreen Museum and Library and Homewood Museum, visit www.museums.jhu.edu.
The successful candidate(s) for this position will be subject to a pre-employment background check.
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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.