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Assistant Director of University Events

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Posted Date
Dec 5, 2022
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The Office of University Events supports university-wide events such as Commencement and Convocation, central development events, trustee events as well as events for other divisions as requested. This position helps plan, manage, and execute all aspects of assigned events for Central Development. This position provides creativity and a strategy for each and every event.

Event Planning and follow-through (90%)
  • Work directly with the Director of University Events in the management of on-campus and off-campus events that advance the mission of Johns Hopkins University, including building groundbreakings, building dedications, trustee events, and other central development events.
  • Research and implement virtual and hybrid event technologies to expand the reach of traditional in-person events and meetings, and to more effectively engage the wide-ranging audience of Johns Hopkins University. This includes the use of webinar technologies, pre-scheduled video premieres, and attendee hubs.
  • Develop and enforce event timelines and ensure efficiency throughout the planning process. Consistently handle multiple events and priorities in a calm and professional manner, and resolve barriers as needed.
  • Research and propose appropriate venues for events which might include hotels, museums, and on-campus facilities. Conduct site visits of venues in consultation with internal and external partners.
  • Develop and manage event budgets, including monitoring of expenditures and preparation of reports. Negotiate and administer contracts with vendors, including gathering new vendor proposals as appropriate.
  • Develop and manage relationships with external vendors, including printers, caterers, photographers, florists, furniture rental, photography, transportation, audio/visual, webcasting, closed captioning, video production, media outlets, and others as necessary.
  • Specifically advise and oversee the technical production of university wide events, in order to ensure overall alignment and efficiency among internal departments and external vendors. This includes coordination with the following vendors throughout the event process: audio/visual, lighting, scenic design, video production, webcasting, closed captioning, and interpreting services.
  • Work directly with the Senior Associate Director in the strategic planning, managing and production of Commencement-related events, which include the Senior Toast reception for 3,300 guests and the ceremony for 1,700 graduates and 10,000 guests, as well as Freshman Convocation for 1,400 students.
  • Draft and edit internal and external communications to University constituents, including VIPs, faculty, staff, students, and guests. Oversee the RSVP tracking and confirmation process.
  • Lead the logistics of the annual week-long development program for 450+ DAR staff members. Oversee venue selection, catering, A/V, parking and other related vendors for the kickoff event. Manage logistical details for 45 – 55 sessions over 4 days, for both in-person and virtual audiences. This includes securing space, coordinating audio/visual and room setup requirements, securing presenter thank you gifts, and all other event logistics. Create and manage event budget. Lead event logistics subcommittee and oversee tasks delegated to sub-committee members.
  • Establish relationships, liaise, and work effectively with external and internal constituencies, including leadership, faculty, staff, security, parking, plant operations, on-campus catering, custodial services, and scheduling department.
  • Recruit, select, and direct volunteers at events. Oversee tasks delegated to volunteers and ensure alignment with event goals and priorities.
  • Manage event registration process, including researching and implementing new event registration systems and technologies. Troubleshoot registration issues as they may arise during events.
  • Supervise all aspects of the onsite event, including event load-in, execution, and event load-out.
  • Establish and adhere to event safety guidelines in consultation with internal departments and external event safety and industry advisory groups.
  • Author post-event reports, identifying strengths of each event and areas for future improvement. Conduct post-event meetings with all event stakeholders and vendors and continuously evaluate and document event planning protocols and procedures.
  • Support the Office of University Events as needed in other types of events to include: campaign initiative events, regional meetings, and stewardship events. Assist the Director and other members of the DAR team (most commonly Communications, Donor Relations, and Regional Programs) with planning and execution of event initiatives.

Event Consultation and Oversight (10%)

  • Continuously research and evaluate opportunities to implement new and innovative event technologies for university wide events. Serve as a resource to departments across the University regarding new event technologies, trends, and best practices throughout the event industry.
  • Develop networking and educational programming opportunities for staff members with event planning responsibility within DAR. This includes quarterly gatherings designed to encourage a community of event planners in DAR.
  • Serve as a consultant for university event planners providing guidance on best practices, vendor and venue recommendations, and planning resources (e.g., timelines, setup documents, venue directory).
  • Stay up to date on industry software to improve the department’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 department needs. Train university colleagues on platforms we utilize to help enhance their planning experiences.


Minimum Qualifications
  • Bachelor's degree.
  • Two years related experience.
  • Additional education may substitute for experience to the extent permitted by the JHU equivalency formula


Preferred Qualifications


  • One to two years' experience in technical production for large-scale events preferred.
  • Demonstrate excellent written and oral communication skills and an ability to relate articulately and with diplomacy with diverse groups including the President, Provost, trustees, faculty, staff, alumni, major supporters of the university, and the general public.
  • Must be organized and demonstrate the ability to work independently, multitask, function effectively in a fast-paced environment without getting flustered, show great attention to detail, and follow through to completion within time constraints.
  • 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.

All applicants are expected to uphold the university’s core values which includes diversity and inclusion. All staff treat people with dignity and respect by being fair and consistent. We demonstrate an open-minded approach to understanding people regardless of their race, gender, age, national origin, religion, ethnicity, disability status or other characteristics. We show respect for the beliefs and traditions of others; encourage and promote practices that support cultural diversity; and discourage behaviors or practices that may be perceived as unfair, biased, or critical toward people with certain backgrounds.

Classified Title: Events Planner
Working Title: Assistant Director of University Events
Role/Level/Range: ATP/03/PB
Starting Salary Range:
Employee group: Full Time
Schedule: Monday-Friday 8:30 am - 5:00 pm
Exempt Status: Exempt
Location: 01-MD:Homewood Campus
Department name: 10001635-Special Events
Personnel area: University Administration

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. 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.


The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

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.

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


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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