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Sr. Special Events Coordinator

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Date posted
Jan 16, 2024

Johns Hopkins, founded in 1876, is America's first research university and home to nine world-class academic divisions working together as one university.

The department of Scheduling & Event Services is seeking aSr. Special Events Coordinator. Scheduling & Event Services within the division of Student Affairs at Johns Hopkins University on the Homewood Campus offers year-round space reservations with professional meeting services in addition to a comprehensive on-campus residential experience during the summer. Scheduling & Event Services provides 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 6,500 events yearly with over 200,000 guests from internal and external organizations hosted year-round including the summer which offers a unique on-campus living experience showcasing Johns Hopkins University.



This essential position serves as a Sr. Special Events Coordinator for all logistics and services provided for conferences, meetings and events through Scheduling & Event Services. The position supports the internal needs for student organizations, departments, and external events held on campus. The main role in this position is coordinating all on campus logistics for events including, parking, catering, signage, room setup and diagrams, classroom usage, security, third party rentals, A/V equipment and support, etc. This position is required to be on-site for events to troubleshoot issues and provide on-site assistance for clients and guests providing excellent customer service. The SR Special Event Coordinator is the liaison for the office and bringing all campus service providers together with clients for weekly large planning consultation meetings and assessing needs. The Homewood Campus is in the process of transitioning to a new one-university scheduling system and this position will be working closely with reassessing best practices and business processes as we transition to a new system.

Specific Duties & Responsibilities


Event Coordination (80%)

  • Coordinate, verify and finalize various services as applicable for internal and external clients (i.e., catering, parking, telecommunications, security, and labor).
  • Develop setup diagrams using event software for all events and communicate out to service providers.
  • Develop format and coordinate weekly broad large planning meetings with campus service providers and various clients hosting large events or meetings in event spaces.
  • Develop Banquet Event Orders (BEOs) for student organizations and department events.
  • Collect catering licenses and food waiver forms as applicable.
  • Develop signage needed for the event (indoor room signage, parking, etc.).
  • Communicate information with accuracy to clients and all service providers.
  • Coordinate weekly door schedule based on events in the building.
  • Coordinating setup diagrams used for space turnovers with custodial and facilities.
  • Greet and do final room check with on-site person for external groups.
  • Provide on-site support one hour prior and through start of event.
  • Collect invoices from internal and external service providers to provide for billing and confirming final charges for final and post invoices.
  • Responsible for developing, maintaining, and updating all coordinator communication templates to communicate with clients.
  • Participates in hosting office presentations for services provided as well as conducting site visits when necessary.
  • Maintains communication with summer coordinators to determine services needed and communicates with university departments and vendors to secure these services which include Recreation Center, Library, and Parking services.
  • Serves as liaison to vendors and hotels to monitor event timelines and to troubleshoot to assure good customer service. This entails traveling off-site at times and taking on-site responsibility for conference operations and off-site event management.
  • Analyses coordination procedures and processes for meetings and events to recommend new systems or revisions of established procedures as necessary.
  • Assists with mentoring and training summer event planning intern with coordinating events and during the academic year training student ambassadors on technology and event logistic support at the start of each semester.

Technology (20%)

  • Oversee and maintain the programming and daily event room signage for the new digital signage in Scott-Bates Commons.
  • Consult, order, and obtain estimates on equipment for more complex events and act as liaison with 3rd party vendors for special equipment not provided in-house, with Kit-Cats on Shriver Hall performances and equipment in other event spaces to support event needs.
  • Manage audio visual and technical training for student ambassadors and professional staff.
  • Responsible for staying current on best practices regarding new AV equipment/features and potential technology for current and future event trends.
  • Provide on-call support to event ambassadors for events with technology issues.
  • Computer skills including adaptability to conference programming software and presentation technology is beneficial.
  • Knowledge of hospitality and event management principles and practices.
  • Demonstrated interpersonal, organizational, and problem-solving skills, as well as excellent verbal and written communications skills are required.
  • Ability to establish effective working relationships with a diverse population of guests.
  • Excellent organization and attention to detail.
  • Ability to handle a large volume of events simultaneously on a weekly basis.
  • Able to clearly articulate and host professional presentations for large audiences on behalf of the office.

Special Knowledge, Skills, & Abilities

  • Computer skills including adaptability to conference programming software and presentation technology is beneficial.
  • Knowledge of hospitality and event management principles and practices.
  • Demonstrated interpersonal, organizational, and problem-solving skills, as well as excellent verbal and written communications skills are required.
  • Ability to establish effective working relationships with a diverse population of guests.
  • Excellent organization and attention to detail.
  • Ability to handle a large volume of events simultaneously on a weekly basis.
  • Able to clearly articulate and host professional presentations for large audiences on behalf of the office.
Additional Information

  • Candidates must have the ability to maintain a flexible schedule based on event support varying from 7am – 3:30pm or 10am – 6:30pm, weekend hours are occasionally required for event support.
  • This position is a hybrid work modality after successful onboarding and training of systems and processes within first 6 months.


Minimum Qualifications
  • A High School Diploma or graduation equivalent is required.
  • Five years related experience.
  • Additional education may substitute for experience.


Preferred Qualifications
  • Bachelor’s Degree preferred.
  • Two (2) years of related audio-visual and technology experience preferred.

Classified Title: Sr. Special Events Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: Min $21.00 - Max $36.50 HRLY ($53,040 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Mon - Friday, 7:00 AM- 3:30 PM (Flexible)
Exempt Status: Non-Exempt
Location: Hybrid/Homewood Campus
Department name: 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:
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.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 atjhurecruitment@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 visithttps://accessibility.jhu.edu/.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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 visithttps://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visithttps://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending upon 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.


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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