The FastForward U Facilities Coordinator will manage the daily functions of Johns Hopkins Technology Venture's new student innovation hub, FastForward U. The coordinator will plan, organize, and execute special events and/or programs located at FastForward U. The incumbent is responsible for overall coordination of student usage and facility access in addition to small and large scale events through interaction with internal and external vendors and suppliers. Additionally, the coordinator will work on special projects on a variety of initiatives to support FastForward U and the FastForward team. The coordinator will also be responsible for social media updates on FastForward U related activities and will be responsible for tracking all usage of the facility. The coordinator will also have some administrative support duties for the Director of Student Ventures.
Essential Duties and Responsibilities:
Serves as a central point of contact for FastForward U students using the innovation hub space for a variety of purposes. This includes the Homewood and School of Medicine campus FastForward U locations.
Manages daily operations include hosting outside guests such as guest speakers and mentors, reserving conference and event space, working with building management and vendors to maintain incubator space and replenishing office/other supplies as needed. Also serves as point of contact for tours requested by alumni or other groups such as admissions.
Manages confidential information about student participants and coordination of incubator space usage including tracking student program applications, managing student onboarding and exit protocols, and coordination of facility access.
Updates FastForward U social media with related activities.
Using various software applications, such as word processors, spreadsheets, and relational databases, produces detailed reports of student applications and usage levels by school, by degree, and by other requested information for divisional leadership.
Initiates and responds to inquiries (oral and written) from students, divisional staff, business offices, and other institutional parties regarding daily operations and events.
Manages a variety of events (differing in size, scope, and focus), which may include company visits, speakers, alumni events, admissions events, networking opportunities, lecture series, luncheons, and other events as needed.
Participates in the full life-cycle of events from design, planning, implementation, and evaluation for
FastForward U and FastForward including fundraising and philanthropy.
Works with leadership to understand departmental needs and tailors events accordingly.
Conducts site visits to evaluate different event venues.
Serves as primary contact to vendors and reviews and negotiates multiple price proposals (e.g., caterers, florists, sound/stage companies, musicians, printers, mailing houses, etc.).
Maintains an event vendor resources list and identifies back-up suppliers for contingency plans.
Utilizes various technologies for event scheduling, attendance management and follow-up, and reporting.
Makes arrangements for technology, as appropriate, such as live streaming of video and audio for off-site event participants.
Assembles event materials (e.g., stuff envelopes, assemble welcome packets, print name tags) and assists with briefings for key leadership as appropriate.
Assists with event set up and break down of tables / chairs / equipment, etc.
Reconciles invoices/bills and processes payments.
Gathers information and statistics and prepares reports on each event to determine success and guide future event planning, such as: data on RSVP vs attendance, geographic and demographic information of attendees, cost per participant, event follow up activities, and surveying and reporting on faculty and staff satisfaction with the event. Incorporates data into relevant databases such as Salesforce.
Makes recommendations on how to improve events in the future.
May be responsible for the packaging, shipping, set-up and return of various displays and exhibits.
Note: Evening and weekend work will be required to staff and manage events
Minimum 2 years' related experience in events planning and coordination (this can include internships).
Special Knowledge, Skills, and Abilities:
Strong project management skills, including the ability to develop appropriate timelines and meet deadlines
Knowledge of events planning and coordination
Proven contract negotiation skills
Strong verbal communication skills, with the ability to speak comfortably to small groups
Strong written communication skills, including the ability to draft emails and letters using excellent form, style, grammar and spelling
Strong attention to detail
Strong interpersonal skills with the ability to work with diverse audiences
High degree of comfort and skill working with MS Office, including Excel and PowerPoint and databases
Bachelor's degree strongly preferred
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. 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.
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 Baltimore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.