Assistant Director Special Events

Classified Title: Events Planner

Requisition #: 313948

Range: PB

Level: 3

Salary: $36,777-$50,603

Status: Full Time

School: Bloomberg School of Public Health

Location: School of Public Health

Location City: Baltimore

Location State: MD

Resume Required for Application: Yes

Area of Interest: Administrative

Contact: 410-516-7103

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General Description

The Events Planner is responsible for independently designing, implementing, and evaluating approximately 80-100 events each year. Events will be both large and small scale and may take place locally, nationally, and/or internationally. The Events Planner is responsible for developing and managing an event budget of over $350,000. Works directly with leadership to understand departmental needs and tailor events accordingly, and reports directly to the Administrative Manager.

General Duties

Oversee a Development Coordinator in all aspects of executing annual priority school and development events in order to promote the positive image of SPH to donors, prospects, alumni, and students. Duties overseen include the development of detailed event plans, the coordination of logistics, and the development of protocols for event planning, the maintenance of reference resources, and the collaboration with other development offices.

Manage External Affairs online events calendar presence; facilitate event kick-off meetings with External Affairs project management team, staff and key stakeholders.

Advise and consult with Constituent Relations team on various events with an alumni focus.

Manage on-site programs and events activities, ensuring the successful implementation of the events through effective management, multitasking, and ability to handle contingencies expeditiously and render sound, on-the-spot decisions.

Proactively research and evaluate event vendors and services, identifying potential new vendors, creating requests for proposals, and negotiate contracts to ensure pricing is competitive and up-to-date.

Utilize extensive protocol knowledge to act as liaison and point of contact for advance teams involving visits between the school’s senior administration, public figures, international visitors and dignitaries, coordinating efforts between the School of Public Health senior administration, the University’s Central Administration, and DAR office. Prepare remarks and briefings for University leaderships as needed.

Establish excellent relationships with VIPs, donors, friends of the school. Maintain understanding of event attendees profile and relationship with the school/university.

Finalize event arrangements by conducting walk-throughs with host, caterer, and other vendors as required.

Determine necessary venue preparation, catering schedule, rental drop-off/pick-up, entertainment, decor, parking and public safety, communications and other issues.

Maintain up-to-date industry knowledge of event principles, and appropriate event planning concepts; this includes knowledge of protocol and use of discretion to ensure that the University and donor expectations are met. Research best practices as it concerns special projects/events as requested.

Develop and implement event operational timelines, vendor recommendations, and staffing needs for programs and events that reflect the most efficient use of resources.

Assess multimedia needs, securing proper services, equipment and staffing as needed.

Oversee all content creation and development of promotional materials with internal and external communications teams, including design of invitations, printed programs, collateral, maintaining continuity and consistency of the University/School’s brand.

Identify and record “lessons learned” and considerations for future event design, planning, and implementation.

Act as the External Affairs liaison with Homewood Special Events, DAR, Vice President, Provost and Deans, and Divisions in coordinating and organizing events through BSPH.

Train colleagues, department administrators, faculty and staff in the best practices of development events.

Manage events day of to see that all requirements are carried out.

Serve as the school’s campaign coordinator for the United Way.

Recruit ambassadors from departments, create and execute campaign programming, and liaise with university United Way representatives.

Primary Responsibilities

Advisory Boards: Organize and execute the Spring and Fall Health Advisory Board, CRDR, and CPHHR meetings (6 meetings/year) alongside the Sr. Director of Development and Associate Dean for External Affairs. Manage meeting logistics; oversee tracking of RSVP’s and collection of speaker presentations. Research, recommend, and secure various venues appropriate for meeting needs; negotiate contracts, recommend meeting schedule and “flow” of daily activities, menus, encounters with school identity/brand. Direct a Development Coordinate in carrying out event logistics including room scheduling/set up, multimedia, ground travel. Oversee membership data including updates to current member information on the HAB website, in Access and ALADIN.

School: Sponsored travel (External Affairs): Work closely with Associate Dean and Sr. Director of Development in design and execution of Public Health in Action trips. Research and conduct advance exploratory trip to proposed location (when appropriate), liaise with department faculty/staff in the field to recommend itinerary. Negotiate and secure accommodations, ground transportation with travel/destination management companies; arrange meetings with local NGOs, universities and governmental agencies in order to finalize itinerary. Work with Director of Finance and Administration to develop budget and determine per person costs. Charter private flights, and ground transportation as necessary. Manage communication to interested travelers, including notice of deadlines for deposits and final payments. Oversee production of travel dossier with Development writer.

Constituent Relations: Serve as an “events consultant” to the Constituent Relations Team providing input and overall strategic vision to execute events consistent with the look and feel of all OEA sponsored events. Alongside CRT, advise and develop a strategic overview of all the events the school supports and propose connections/themes/ideas that form unified messaging, shared experiences, in order to enhance engagement at for all of our constituents attending school-sponsored events. Events include, but are not limited to:

    Dean’s Regional alumni events

    Department-focused alumni events

    Delta Omega induction ceremony

    Reunions

    APHA

Event planning: Bloomberg School of Public Health: Advise and consult with staff from academic centers, institutes and departments regarding VIP meetings and special events. Work as the BSPH primary event liaison for events with a larger school/university-wide focus as deemed priority by the President or Dean. Oversee and plan high level school recognition events, including inaugural Professorships/Lectureships, overseeing proper protocol is maintained throughout the event.

Qualifications

Bachelor’s degree required. Two years related experience required. Five years related experience preferred. Additional education may be substituted for experience.

Excellent computer software skills including Microsoft Office and database management are a must.

Excellent verbal and written communication skills, organization skills, attention to detail as well as the ability to set priorities are required for this position.

Applicant must be comfortable working in an extremely fast-paced environment and able meet deadlines in a timely manner.

He/she should be polite, friendly, a team player, and able to handle situations with diplomacy and tact. This position requires one who enjoys meeting and working with a wide variety of people.

It also requires evening and weekend hours as well as domestic and international travel.

Applicants should be able to move easily throughout the campus to and off-site event locations to pick up/deliver materials and set up/take down for events.

Job responsibilities require significant collaboration and coordination with others.


NOTE: 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 Bloomberg School of Public Health & School of Nursing Divisional HR Office at 410-955-2990. For TTY users, call via Maryland Relay or dial 711.

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.



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