Career Center
Posted: 10-Feb-23
Location: Baltimore, Maryland
Salary: Open
Internal Number: 107719-en_US
The Communications Department seeks a Sr Special Events Coordinator who will work directly with the Whiting School of Engineering Events Manager and will be responsible for helping with management and logistical coordination for all Whiting School of Engineering (WSE) events.
The successful candidate will work with the WSE Events manager and additional WSE team members to provide vision and consistency for Whiting School events including, but not limited to, department and school-wide lectures, WSE Design Day, Convocation, E-week, Doctoral Hooding, MS Commencement, Order of the Engineer, Deans' Town Halls, WSE Retreats, Deans' Office Celebrations, and faculty/staff appreciation events. The WSE Special Events team will lead or act as support for each of the aforementioned events. The Senior Special Events Coordinator will regularly support the Events Manager in partnering and consulting with university leadership, the WSE Alumni Relations team, WSE departments and central event organizers. The Senior Special Events Coordinator should ensure all events align with the WSE brand and propel the mission of the school.
Specific Duties & Responsibilities
Special Event Project Management
- Serve as the event lead and project manager for a portfolio of smaller scale school events, as assigned by the WSE Events Manager.
- Independently plan, design, and execute events with oversight from the WSE Events Manager.
- Develop and enforce all timelines, manage venues, catering, communications, schedule and prepare leadership participants and other event speakers, manage registration, make purchases, track event budgets, and perform all other tasks related to the execution of a successful event. Provide post-event follow-up and analysis reports for the WSE Events Manager and leadership to assess future improvement opportunities.
Special Event Logistical Support
- Provide all logistical support for a portfolio of medium to large scale events under the direction of the WSE Events Manager, the Alumni Relations team, or other school partners.
- Tasks may include reserving event spaces, developing invitation lists, securing vendor contracts (printing, catering, Audio/Visual services, décor, photography, etc.), preparing print pieces, collecting content for collateral materials and communications, working with Marcom team on production of materials, prepping and sending event communications, monitoring invitation responses, coordinating staff committee and volunteer assignments, managing registration, tracking attendance, creating nametags, tracking and purchasing event materials and reconciling expenses in accordance with event budget.
Event Consultation
- Serve as a consultant in support of WSE Events Manager, as needed for various school staff, provide guidance on best practices, vendor and venue recommendations, and planning resources (e.g., timelines, setup documents, venue directory, etc.).
- Stay up to date on industry software to improve all event planning processes. These software programs could include Social Tables, InitLive, Formstack, Eventbrite, MailChimp, Cvent, and Boomset. Network with company representatives and Hopkins employees utilizing these programs and make implementation recommendations where relevant for department or other school event needs. Train school colleagues on platforms we utilize to help enhance their planning experiences.
- Support WSE Events Manager in school wide event guide manual for use across WSE to provide the most relevant resources and information.
Special Knowledge, Skills & Abilities
- Must have experience coordinating major events.
- Knowledge of major event planning, etiquette, protocol, and conventional social amenities.
- Knowledge of purchasing materials and budget reconciliation.
- Strong organizational, interpersonal, and time management skills.
- Excellent computer skills and the ability to analyze situations and develop solutions.
- Travel and work non-traditional hours.
- Manage people and projects, ability to foster positive internal and external public relations. Ability to manage several projects simultaneously.
- Ability to work both independently and in a team environment.
- Must be able to work a flexible schedule including evenings and weekends; maintain positive and professional customer service and relations within the office and with all constituencies to include students, faculty, staff, alumni, and external vendors.
Minimum Qualifications
- High School Diploma or graduation equivalent.
- Five years related experience.
- Additional education may substitute for experience to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
- Bachelors Degree preferred.
Classified Title: Sr. Special Events Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $20.40-$28.00-$35.70 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: Mon. - Fri. / 8:30 AM - 5:00 PM
Exempt Status: Non-Exempt
Location: Hybrid/Homewood Campus
Department name: Communications
Personnel area: Whiting School of Engineering
Total Rewards
The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.
**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.
Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
Accommodation Information
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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.
Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.
The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.
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.
Note: Job Postings are updated daily and remain online until filled.
