As a university-wide, independent, interdisciplinary institute, the Johns Hopkins Berman Institute of Bioethics (BI) identifies and addresses key ethical issues in science, clinical care, and public health both locally and globally. With more than 40 faculty from five divisions, 50 staff and fellows, and many students, the BI engages in research, education/training, and policy-oriented activities.
Throughout the year, the BI plans, organizes, and hosts a variety of events that are designed to reach a range of communities and stakeholders. These activities are core to the Institute's mission and include symposia, seminar series, multi-day conferences, and endowed lectures and events, all of which involve national and international experts in a variety of fields. The Institute also hosts research retreats, board meetings, fundraising events, community lunches, and various other special events. The Events Specialist liaises with Institute leadership, faculty, and development and program staff to strategically plan and implement the above mentioned activities.
Note: For best consideration a cover letter and resume is required
Roles and Responsibilities:
Independently conceptualize, implement, manage, and evaluate complex events and programs. Provide non-standard, non-routine event expertise for a wide range of events including endowed/gift supported lectureships and events, university-wide seminars, symposia and multi-day conferences, board meetings, research retreats, fundraising events, panel discussions, community events, and internal special events.
Develop and utilize knowledge about the Institute to design and manage events.
Lead coordination/planning, developing and implementing event timelines to ensure all events are executed efficiently and effectively with a focus on details. Consistently handle multiple events and priorities.
Research and recommend appropriate venues that may include hotels, museums, and campus buildings, performing site visits when required, and oversee rentals, décor, parking and public safety, and other venue matters.
Initiate request for proposals as well as select and negotiate vendors (printers, caterers, A/V groups, suppliers, mailing houses, photographers, florists and restaurants, etc.). On an ongoing basis, review vendors and services for competitive/current pricing as well as proactively research and contract with new vendors. Work with internal JHU services on various campuses (security, parking, facilities, catering, custodial services, etc.)
Work with the Institute's Communications team to optimize visibility of events.
Coordinate closely with the Institute's Development team on donor and development related events including but not limited to board meetings, donor tours and luncheons.
Establish relationships, liaise, and work effectively with external and internal constituencies, including leadership, faculty, staff, students, board members, donors, dignitaries, speakers, participants, and others.Lead and cultivate collaboration with a broad range of JHU departments/centers or external organizations as needed to implement effective events of various scale and complexity.
Research and implement best practices, maintaining up-to-date knowledge of event principles and appropriate event planning concepts, including knowledge of protocols to ensure that Institute and donor/participant expectations are met.
Provide necessary follow-up for all event activities. Prepare reports incorporating the analysis of event effectiveness and lead efforts to improve and adjust strategy, methods, and practices.
Supervise student and/or volunteer workers while in the event setting. Oversee and lead all aspects of scheduling, training, task assignment, and/or job direction as needed.
For internal events, purchase event supplements, hands-on setup/preparation, address issues that arise, and oversee group clean-up/close out of the event. Ensure A/V equipment, tables, chairs, and other event related equipment is configured appropriately for the space and function. Oversee the replacement and/or repair of event items as needed.
Conceptualize, plan, and host Institute-wide training meetings focused on event planning and work with research/administrative coordinators on effective communication with vendors.
Lead the preparation of budget projections and forecasts on an annual basis for event centered accounts. Create and manage budgets and initiate internal approval documents for major Institute events, including monitoring of expenditures and preparation of reports. Work closely with Institute finance team regarding purchasing and accounts receivables.
Staff seminar committee, organizing meetings, working with faculty to set agendas, and ensuring follow through occurs with various offices. Serve as Institute's point of contact for seminar guest lecturers, ensure that accurate scheduling and program adherence occurs, process and execute all necessary paperwork, oversee set up of presentations, collect communication pieces (bio, photo, release signatures, etc.), and oversee air/rail travel, transportation, and hotel accommodations.
Staff assigned projects, providing support as needed. Collaborate with the project team to create the project timeline with objectives and deadlines. Create spreadsheets to track milestones and data. Correspond with senior leadership, faculty, and staff to obtain and present information related to the project. Organize information in electronic and physical files for easy access.
Develop policy and procedure manuals for individual events and projects.
Other duties as assigned.
Bachelor's degree required. Two years of related experience required. Three years progressively responsible related experience, preferably in office management, project management and /or planning and managing large-scale and complex events in higher education providing high level administrative oversight, coordination, and support preferred. (Additional related education may be substituted for experience to the extent permitted by the JHU equivalency formula.)
Special Knowledge and Skills:
Demonstrated excellence in written, verbal and inter-personal communication and the ability to skillfully and diplomatically relate with diverse groups including VIP guests, donors, board members, faculty, staff, students, Hopkins community members, and the general public.
Must enjoy and possess strengths in organizing and problem-solving, and demonstrate a strong ability to work both independently as well as a member of a team.
Comfortable in a position requiring multi-tasking, must function effectively and professionally in a fast-paced environment while managing stressful situations calmly and gracefully, and must have the ability to focus on details and follow through to completion within time constraints.
Must be able to determine priorities, and maintain a high degree of professionalism and confidentiality, comfortably taking initiative and exercising independent judgment to resolve issues as they arise.
Possess excellent working knowledge of Microsoft Office (Word, Excel, and Power Point), internet research, and the ability to learn and implement new software.
Ability to move easily throughout the campus and to off-site event locations to pick up/deliver materials and set up/take down for events.
Evening work with some travel for selected events is possible.
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.