Events Planner

The Johns Hopkins Center for Health Security is seeking a highly skilled Events Planner to work with various project teams to plan and manage logistics for Center events of various size and scope; events are domestic and international, in person, hybrid and virtual. This role works closely with the Center’s faculty and staff as well as external stakeholders to ensure successful planning and completion of Center events, including conferences, working groups, webinars, symposia and other events as required.

This position will report to the Events Director but will engage independently to begin hosting standard and non-standard events and aid in higher profile events for the Center projects. The Events Planner will work with both faculty and support staff to foster a collegial and cooperative approach to events planning and preparation while advising and consulting with project teams to establish scope, requirements, timelines, deadlines, budgets, correspondence, and materials for events.

Specific Duties & Responsibilities:

• Manage all logistical aspects for meetings and events for the Johns Hopkins Center for Health Security, to include conferences, symposia, multi-day working groups, webinars and other events. Events may be in person, hybrid or virtual. Events are domestic and international.
• Manage all aspects of event planning, including site selection, vendor selection and management, speaker and attendee coordination, registration, event logistics coordination and management.
• Independently conceptualize, implement, manage, and evaluate complex events and programs.
• Utilize extensive knowledge about the department and/or organization in the design and management of events.
• Strong ability to multi-task as multiple events are in the planning process at one time.
• Foster a collegial and cooperative approach to events planning and preparation while advising and consulting with project teams to establish scope, goals, target audience, marketing strategy, requirements, timelines, deadlines, budgets, correspondence, and materials for events.
• Manage event expenses and work within established budgets.
• Work with finance and project teams to develop realistic budget at proposal stage.
• Negotiate and manage vendor contracts related to the Center’s events. Review vendors and services provided regularly to maintain competitive/up-to-date pricing. Proactively research new vendors and obtain proposals.
• Establish and maintain excellent relationships with a wide variety of contacts including high-level government officials and their staff, a wide range of professionals and VIPs from the public, private, healthcare, public health, and academic sectors, executive, professional, and non-professional Center staff and funders.
• Arrange VIP and other conference or event attendee domestic and international travel as needed for events with coordination to Center finance group for processing of payments
• Assess, anticipate, and respond to the needs of Center staff, as well as colleagues, guests, meeting attendees, vendors, and other service providers.
• Make effective use of computer-based scheduling, registration, and invitation systems; Cvent expertise required.
• Work with government agencies to coordinate detailed security clearance requirements for group tours and facilitate required security clearance information from attendees.
• Assure successful execution of events; facilitate post-event logistics evaluation and implement changes to processes and procedures as needed.
• Work alongside Center Communications team for communications and outreach campaigns as needed. Ensure continuity of University, Division, and Center branding schemes.
• Prepare reports analyzing events effectiveness and make necessary improvements and adjustments. Monitor trends in event planning and their impact to future events.
• Other duties as assigned.

Minimum Qualifications (Mandatory):

• Bachelor's Degree and at least 2 years’ progressively responsible related experience in event planning.
• Additional education may substitute for experience under the JHU Equivalency Formula.*

* JHU Equivalency Formula: 18 graduate degree credits (semester hours) 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.

** Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

Preferred Qualifications:

• 5 years’ related experience in Events Management.
• Exceptional skills in planning, budgeting, organizing, and coordinating events large and small.
• Strong project management skills.
• Experience planning domestic and international events.
• Skilled at recognizing, anticipating, and responding to the needs of others.
• Excellent communication and writing skills.
• Able to manage multiple events simultaneously, meet deadlines, apply attention to detail, and develop and maintain collegial and collaborative relationships with peers, colleagues, and external contacts.
• Able to work autonomously, with minimal supervision, but also able to take direction; able to direct the work of others when appropriate.
• Able to stay updated on, adhere to, and communicate to others the Center’s and JHU policies and procedures related to budgets, travel, expenses, vendor management, and documentation.
• Local, domestic, and international travel is required.
• Advanced computer skills preferred and must be adept at acquiring new skills quickly; proficiency with MS Office suite, Cvent, and Zoom webinars are required.
• Must be able to work outside of regular business hours when necessary.

Special Knowledge, Skills, and Abilities:

• Proficiency with Cvent.

Additional Information:

• Hybrid or Remote Work Location may be considered.
• Position must be able to travel to regular work sites both in Baltimore and Washington D.C. area when needed.
• Candidates that live within the Washington, DC-Baltimore metropolitan area.

Classified Title: Events Planner
Role/Level/Range: ATP/03/PB
Starting Salary Range: Commensurate with experience
Employee group: Full Time
Schedule: M-F, 8:30am - 5:00pm
Exempt Status: Exempt
Location: Hybrid/School of Public Health
Department name: Health Security
Personnel area: School of Public Health

The successful candidate(s) for this position will be subject to a pre-employment background check.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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

Accommodation Information

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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

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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