Special Events Coordinator

The Department of Event Planning and Space Management is seeking a Special Events Coordinator who will be responsible for managing events, meetings and other activities hosted by the JHU Carey Business School. Specific responsibilities include supporting the front-end meeting and event planning process on behalf of Event Planning & Space Management, within Campus Operations. This person is able to efficiently execute the roles and responsibilities of this position with minimal supervision.

Specific Duties & Responsibilities:

On-Site Event Planning (40%)

  • Direct support and coordination for meetings, seminars, conferences, retreats, events and activities throughout the facility.
  • Ensure proper implementation of Event Planning & Space Management policies and procedures.
  • Proactively collaborate with the Operations staff (Facilities & Security) to ensure the integrity of the facility and overall comfort and safety of attendees at all meetings and events.
  • Submit event staffing needs to Information Technology and Operations (Facilities & Security) in a timely manner, including requests for staffing outside of normal business hours.
  • Coordinate with Facilities staff to submit HVAC requests for events outside of normal business hours.
  • Concierge catering orders, bartending license, certificate of insurance, catering set-up and clean-up.
  • Identify preferred vendors for catering. Work collaboratively with the Facilities team to create green, “no-waste” events.
  • Implementation of preferred vendor list for departmental and student organization use.
  • Submit Loading Dock Requests (LDRs) on behalf of event hosts, for external vendors.
  • Submit guest lists to Security, identifying Security considerations in advance of event.
  • Provide event signage, crowd control stanchions, recycling and trash bins, ancillary items.
  • Coordinate with Information Technology to identify technical needs for event and schedule accordingly.
  • Create and share custom room layouts, using Social Tables and 25Live.
  • Enter room reservations, AV equipment and room setup details in 25Live.
  • Develop run-of-show briefings and other event requirements.
  • Track event attendance and attrition rates.
  • Coordinate with JH affiliates and external users to provide facility information, tours and pricing on space rental and concierge their event needs.
  • Coordinate parking passes. Prepare and process room rental and parking invoices.

Virtual Event Support (40%)

  • Ensure virtual and hybrid event reservations are consistently entered into 25Live.
  • Assign tasks & manage progress as project manager.
  • Evaluate, and in some instances, develop detailed event run-of-show.
  • Consult with event hosts to implement comprehensive virtual event design strategy
  • Manage virtual event platform for VIP events.
  • Define event registration needs and oversee setup in advance of event.
  • Provide event registration and attendance reports pre/post-event.
  • Research current virtual and hybrid event trends.
  • Maintain technical knowledge of Zoom Meetings and Zoom Webinar, remaining up-to-date on current updates and expected changes.
  • Collaborate with Marketing & Communications to design event microsite and/or landing page, accounting for event templates and registration needs, virtual backgrounds, and other branding materials.
  • Share access to virtual event recordings post-event.
  • Conduct briefings with external guest speakers in partnership with event host.
  • Oversee event tech dry run/rehearsal with event host.
  • Train event hosts on proper use of virtual and hybrid event platform, with primary focus on Zoom Meetings and Zoom Webinar.
  • Evaluate training process and customer satisfaction.
  • Update best practices for virtual and hybrid events for continuous improvement.
  • Track event attendance and attrition rates.

Administrative Duties (20%)

  • Conduct tours of the facility and event spaces.
  • Manage department email account.
  • Schedule and ensure complete event data entry in 25Live.
  • Conduct post-event debriefs and reconcile event data in 25Live and process all related invoices.
  • Assists the Director and Associate Director of Campus Operations with daily assignments and special projects
  • Other duties as assigned.
Minimum Qualifications (Mandatory):

  • High School diploma/GED required. Bachelor’s degree preferred.
  • Three years related experience required. Additional education may substitute for required experience.
  • Experience in managing events in a higher education setting.
  • Due to the presence of alcohol, candidate must be at least 21 years of age.

Preferred Qualifications:

  • Experience using 25Live/College Net scheduling software, preferred.
  • Higher education administrative experience, preferred.
  • 3+ years of progressively responsible event management experience, preferred.

Special Knowledge, Skills, and Abilities:

  • Ability to simultaneously manage multiple events in a fast-paced environment, resolve conflict and effectively delegate tasks and duties.
  • Ability to build effective relationships with and provide support to internal and external customers.
  • Manage time effectively based on daily schedule.
  • Detail-oriented, ability to prioritize tasks and able to work under pressure with multiple deadlines.
  • Ability to exercise independent judgment to fulfill the responsibilities of the role and group.
  • Communicate proactively with all key stakeholders such as students, departments, school leadership, faculty, Information Technology, Operations (Facilities & Security) and Legg Mason Building Management.
  • Microsoft Office (Excel, Outlook, PowerPoint, Publisher, Word), MS Teams, Qualtrics, 25Live/College Net.
  • Familiarity with Eventbrite, Social Tables and Bananatag.
  • Detailed knowledge of Zoom Meetings & Zoom Webinar with ability to oversee technical components of hosting events in Zoom platform.

Classified Title: Special Events Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $17.42 - $23.95/hr (commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday 8:30am-5:00pm
Exempt Status: Non-Exempt
Location: JH at Harbor East
Department name: ​​​​​​​Operations
Personnel area: Carey Business School

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 atjhurecruitment@jhu.edu. 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.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

JH at Legg Mason Harbor East - Carey Business School


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 jhurecruitment@jhu.edu. 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.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm

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