Events and Engagement Manager

The Johns Hopkins School of Education (SOE) Marketing and Communications Department supports high-level national and local events for the Office of the Dean, admissions, alumni and development, six different centers and research institutes, various academic programs, as well as the School’s annual graduation. We are seeking anEvents and Engagement Manager (Special Events Manager) who will oversee a schoolwide strategy to plan, manage, and execute all aspects of virtual and in-person events for the School of Education as well as oversee analysis of engagement metrics for target audiences. Activities can include external-facing national events open to outside guests to help build the broader brand of the School, in line with its educational mission, such as the School’s hosting of the Education Writers Association’s annual conference; more targeted externally facing events to attract and recruit the highest-quality international and U.S. students; as well as internal-facing events more targeted to the School of Education community of faculty, students, and staff. The Events and Engagement Manager will shape the strategic direction of events and related digital engagement at the School to ensure time and resources are deployed in the most effective ways possible to meet the School’s mission.

Specific Duties & Responsibilities:

Events Strategy, Budgeting and Engagement Analysis:

• Develop an events strategy and categorization of events, with accompanying goals, staffing and workflow plans, aligned with the agreed-upon strategic goals and priorities of the School.
• Prepare and oversee annual budget projections for schoolwide events, sharing with the Sr. Director of Marketing and Communications annually and Sr. Associate Dean for Finance and Operations.
• Develop and maintain an annual events calendar
• Collaborate and partner with other JHU offices, as well as external partners, to plan, coordinate and execute events.
• Establish relationships, liaise, and work effectively with external and internal constituencies, including leadership, faculty, staff, security, IT, parking, plant operations, on-campus catering, custodial services, and scheduling department to successfully develop and execute events.
• Manage external vendor relationships to support virtual and in-person events.

Events/Project Management (The Events Manager will serve as the project manager for all School of Education events):

• Develop and enforce all production timelines; distribute comprehensive event plans – including all logistical coordination – to ensure that all events are executed to the highest degree of excellence, accuracy, professionalism, and customer service.
• Manage and coordinate the School of Education Special Events Team which is made up of campus operations, marketing and communications, IT, student affairs, and other SOE stakeholders.
• Track all events throughout each fiscal year, exercising independent judgment to advance event planning as appropriate throughout the year.
• Work with the Marketing and Communications team on the promotion of events including sending of invitations for each event, based on planning discussions and pre-determined goals. Responsible for RSVP function of invitations.
• Coordinate with the School IT team and Central Communications on the technology needs to support virtual and in-person events, including overseeing decision-making on appropriate platforms.
• Work with stakeholders to collect all content needed for events. Project manage and work with design team or external designers on all content creation and development of promotional materials for events, including invitations, collateral materials, and printed programs. Maintain continuity and consistency of the university/school’s brand.
• Independently monitor that events being executed according to the preapproved budget and plans.
• Consistently handle multiple events and priorities in a calm and professional manner.
• Serve as the School of Education liaison to university commencement committee; this might include serving on task forces, search committees, attending regular meetings, and collaborating on programs and co-sponsorships as appropriate.

Digital Production:

Stay up to date on industry software to improve the School’s event planning processes. These software programs could include Social Tables, InitLive, Formstack, Eventbrite, Cvent, and Boomset. Network with company representatives and Hopkins employees utilizing these programs and make implementation recommendations where relevant for needs. Train School colleagues on platforms to help enhance their event planning experiences.

Must be comfortable with software such as Teams, Zoom, and IBM Player to facilitate virtual events including live-streaming programming, podcasts, and other externally facing broadcasts. Oversee analysis of engagement metrics for events

Vendor Relationships:

• Create budgets; Negotiate and administer contracts with local vendors.
• Work directly and effectively with vendors, including writers, printers, caterers, A/V, suppliers, mailing houses, photographers, florists and restaurants, including the gathering of appropriate proposals and contracts, which might include hotels, museums, and on-campus facilities.
• Conduct site visits of venues.
• Finalize event arrangements by conducting walk-through with host, caterer, and other vendors as required. Determine necessary venue preparation, catering schedule, rental drop-off/pick-up, entertainment, décor, parking and public safety, communications, multimedia needs, equipment needs, and other issues.

Scheduling & Communication:

• Work with the Johns Hopkins Events Support Team and the School’s Campus Operations team on space availability and convert reservations to confirmed events
• Collaborate with Central Communications and the School’s IT team regarding needed equipment and tentative setups
• Handle communication of event needs to custodial operations
• Receive and follow up on submitted event forms
• Assist all clients with questions and concerns regarding space reservations, equipment needed, and process
• Maintain effective communication and collaborations with campus partners
• Oversee the RSVP tracking and confirmation process
• Manage use, allocation, and storage of retractable banners, graduation materials, step and repeat and other event signage.
• Recruit, select, and direct volunteers at events. Manage event registration. Troubleshoot issues as they may arise during events. Supervise event load-out and cleanup.

Minimum Qualifications (Mandatory):

• Bachelor’s degree required.
• Minimum of 5 years related experience with political, historic, or cultural venue events sales and management, preferably in an academic or nonprofit setting.
• Additional education may be substituted for some experience.

Preferred Qualifications:

• Five years related experience planning and managing large-scale and complex national events in higher education or other fields.
• 3-5 years’ experience in technical production for large-scale events preferred.
• At least 2 years of management experience preferred.

Special Knowledge, Skills & Abilities:

• Must be organized and demonstrate ability to work independently, multi-task, function effectively in fast-paced environment without getting flustered, show great attention to detail and follow through to completion within time constraints.
• Must be comfortable working in a digital environment.
• Occasional weekend and evening work and some travel, both in and out of state, required. Must have own transportation for evening and weekend events. Proficient computer skills in word processing, spreadsheet maintenance, and email systems.

Classified Title: Special Events Manager
Working Title: Events and Engagement Manager
Role/Level/Range: ATP/04/PD
Starting Salary Range: Commensurate with experience
Employee group: Full Time
Schedule: 37.5/ Monday - Friday
Exempt Status: Exempt
Location: Homewood Campus
Department name: Marketing & Communications
Personnel area: School of Education

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