The Special Events Coordinator provides general administrative support to the events, meetings, conferences, advisory boards, and executive engagement efforts for the Carey Business School and its' internal departments. This position provides assistance with planning and producing a wide range of high-level, high visibility Carey Business School special events including but not limited to Leaders+Legends lecture series, In Person at Carey, Music on the Mezzanine, Executive Education seminars, MS Programs, Career Development trainings, and other various school-wide activities, including Faculty Summits, Town Hall meetings, HR and Staff Council events, graduation and orientation support, and honors and awards ceremonies. Approximately 90 events per year with approximately 75 attendees per event.
*Extensive education and/or experience will receive additional consideration for compensation outside of the posted range.
Essential Duties & Responsibilities:
Provide administrative and logistical support in the planning and producing of school-wide special events, seminars, conferences, and meetings throughout the facility.
Build effective relationships with and provide support to internal and external customers.
Define event set ups, catering orders, and manage all other logistical needs (e.g., event signage, stanchions, trash and recycling bins, etc.), audio visual requirements, linens and other décor items, and JHU branded display items.
Ensure compliance with all building access and safety codes and collect and maintain vendor bartending licenses, certificates of insurance, loading dock requests, guest lists for security.
Manage and track event registrations, develop and maintain event briefings, and develop post-event summary reports.
Oversee schedule and development of event collateral materials.
Schedule events and resources in 25Live database and validate and produce school-wide master calendar and digital signage feeds.
Process event-related invoices, manage event budgets, and reconcile Pcard expenditures.
Track related monthly event expenses; generate/distribute management reports.
Provide on-site assistance with event set ups and tear downs, planning audio-visual needs, and speaker logistical planning.
Maintain inventory of event supplies for use at events and when borrowed from other departments.
Primary contact with vendors, videographers, photographers; book services, reviews logistics, coordinates production, etc.
Must be available to work nights and weekends on an occasional basis.
Provide general administrative support.
Other duties as assigned.
Knowledge and Skill:
Exceptional written and interpersonal communication skills
Exceptional organizational skills
Ability to maintain composure and flexibility in stressful, deadline driven situations
Resourcefulness, attention to detail and follow-through
Ability to manage and organize multiple tasks effectively in a dynamic, fast-paced environment
Proven ability to work both independently, and as part of a team with results oriented approach
Strong computer skills
Education, Experience, Licensure, Certification:
HS/GED required. Bachelor's degree preferred.
Three years related experience required.
Three years demonstrated, special events management experience, preferably in higher education or corporate environment preferred.
SAP and general procurement processes experience preferred
Experience using 25Live/CollegeNet scheduling software preferred
Additional education may substitute for experience to the extent permitted by the JHU equivalency formula (30 undergraduate degree credits/semester hours or 18 graduate degree credits may substitute for one year of experience).
Internal and External Contacts:
Internal: All Carey Departments
External: Outside speakers, vendors, and JHU community.
Role/Level/Range: ATO/ 2/ OE
Starting Salary Range: $16.91 - $23.25 per hour*
Employee group: Full Time
Employee subgroup: Salaried, Non-Exempt
Schedule: 37.5 M-F, some evenings and weekends as needed
Location: Baltimore, MD
Personnel area: Carey Business School
Department name: Department of Event Management, Operations
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 firstname.lastname@example.org. 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.
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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.