Special Events Coordinator

We are seeking a Special Events Coordinator. Scheduling & Event Services (SES) at Johns Hopkins University on the Homewood Campus offers year-round space reservations with professional logistics coordination services in addition to a comprehensive on-campus conference residential experience during the summer. The primary mission of Scheduling & Event Services is to provide a safe, professional and service-oriented environment for the campus community and guests to participate in successful meetings, conferences, camps and various programs. The department hosts over 6,000 events yearly with over 200,000 guests from internal and external organizations hosted year-round including the summer which offers a unique living on-campus experience showcasing Johns Hopkins University campus and services.

This essential position serves as coordinator and logistics planner for event services provided for meeting and events booked through Scheduling and Event Services. The position reports to the Associate Director and supports the usage and event needs for student organizations, departments, and external clients hosted on the Homewood campus. This position coordinates all on-campus logistics for events including, parking, catering, signage, room setup and diagrams, classroom usage, A/V equipment and support, etc. Event Coordinators are required to be on-site for events to troubleshoot issues and provide on-site assistance for events while providing excellent customer service at all times.

Specific Duties & Responsibilities

• Coordinate, verify and finalize services as applicable (i.e., catering, parking, telecommunications, security, custodial, building access, outside rentals, and plant operations).
  

• Develop setup diagram using event software for all events and communicate out to service providers.
  

• Tour clients through spaces communicating guidelines, requirements, and services available.
  

• Develop Banquet Event Orders for student organizations and department events.
  

• Collect catering licenses and food waiver forms if applicable.
  

• Coordinate general pool classroom space requests for services and building access for any nonacademic space requests.
  

• Develop paper and digital signage needed for events.
  

• Program automated door schedules for event access using S2 system.
  

• Communicate event information to student event staff.
  

• Communicate pertinent logistical information with clients and all service providers.
  

• Coordinate weekly door schedule based on events in the building.
  

• Attend weekly logistics meeting with service providers and provide guidance and direction for specific events.
  

• Regularly communicate setup needs, diagrams, and room turnover with custodial and facilities.
  

• Greet and do final room check with on-site person for external groups and department events.
  

• Provide on-site support prior to and through start of event, participate in on-call & available by phone for events.
  

• Check event spaces ensuring arrangements are in place.
  

• Collect invoices from internal and external service providers to provide for billing and confirming final charges for final and post invoices to be processed.
  

• Maintain communication with clients to determine services needed and communicate with university departments and vendors to secure these services.
  

• Analyze coordination procedures and processes for meetings and events to recommend new systems or revisions of established procedures as necessary.
  

• Assist with working with student office staff to guide, direct, train, and assign daily tasks.
  

• Other duties as assigned.

Minimum Qualifications

• High School Diploma or graduation equivalent.
• Additional education may substitute for experience to the extent permitted by the JHU equivalency formula.
• Demonstrate 2-3 years of successful experience in coordinating event logistics.
  

• Demonstrated effective verbal and written communication skills, organizational, and problem-solving skills.
  

• Proficient computer skills and ability to adapt and quickly learn specialized computer programs and applications.

Preferred Qualifications

• Knowledge of hospitality and event management principles and best practices.
• Ability to establish effective working relationships with a diverse population of guests, students and visitors.
• Previous experience working in a collegiate environment preferred.
• Must be able to work a flexible schedule when necessary.

Classified Title: Special Events Coordinator
Working Title: Special Events Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $17.95-$25.30-$32.60 Hourly (Commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday, 8:30am - 5:00pm
Exempt Status: Non-Exempt
Location: Hybrid
Department name: 10001455-Scheduling & Event Services
Personnel area: University Student Services

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/

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