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Job Req ID:  4935

Associate Director, University Events

Classified title: Events Officer

Working title (if applicable): Associate Director, University Events

Role/Level/Range: ATP/04/PD

Starting Salary Range: $57,544-$79,047

Employee group (Full time/Part-time/Limited/Casual): Full-time

Schedule (hours/days): Monday-Friday 8:30am – 5:00 pm

Employee subgroup (FLSA Status): Exempt

Department name: Special Events

 

 

Associate Director, University Events

 

The Office of University Events supports Presidential events and Central Development events as well as other divisional requests.  The primary responsibility of this position is planning major academic ceremonies such as commencement and convocation along with other large-scale events as senior toast.

 

 

Primary Duties and Responsibilities

 

Event Production and management of ceremonies – 90%

  • Confer with Secretary to the Board of Trustees and Director University Events to produce and manage all aspects of the University-wide commencement ceremony at the Royal Farms Arena for 10,000+, the Freshman Convocation ceremony for 1500, Sr. Toast for 3000.
  • Research opportunities to strengthen existing commencement protocols including production, facilities, logistics, vendors, rehearsals
  • Plan and direct a timeline for events and ensure all details are carried out in a timely manner
  • Administer budgets including monitoring of expenditures and preparation of reports
  • Negotiate, review and administer contracts with vendors and conduct a thorough selection process
  • Chair the commencement committee
  • Brief the president, provost, and secretary to the board of trustees on all aspects of the ceremony
  • Responsible for creating and managing emergency event procedures
  • Consult and provide guidance with other divisions to ensure protocols are followed with their ceremonies
  • Recruit, assign, train and manage 100 staff volunteers for commencement, sr. toast and other large-scale events.  This entails conducting 2-3 training sessions per event and creating instructions and volunteer assignments.
  •  Arrange and contract for transportation for faculty and guests as needed
  • Compose scripts and detailed instructions for use by president and other principles, including  marshals
  • Oversee training and rehearsals for President, provost, deans, over 50+ faculty, marshals, hand shakers, name readers, student speakers, and musicians.
  • Manage the communication plan which includes creating collateral pieces, invitations, and letters
  • In collaboration with University Communications, manage the commencement program booklet design, content input, production and distribution 
  • Create and manage the University Commencement website and social media campaigns
  • Produce and manage the Senior Toast for 3000 graduates and their guests
  • Work directly and effectively with vendors including printers, caterers, suppliers, mailing houses, photographers, and florists including the gathering of RFP’s as needed for hiring.
  • Consistently manage multiple events and priorities in a calm and professional manner
  • Support the office of University Events in other types of events to include: Galas, campaign events, stewardship events
  • Consult with student affairs on events such as Lighting of the Quad
  • Work effectively with internal offices such as security, parking, plant operations, custodial services
  • Conduct an extensive survey to evaluate all events and compile a report which details plans to strengthen and improve next year.

 

Supervisory – 5%

  • Supervise an event coordinator whose primary function is to assist with commencement and convocation
  • Supervise 1-3 student workers during the school year, primarily for commencement assistance.

 

Event Oversight – 5%

  • Work closely with event planners in other divisions and departments to assist and consult with their events
  • Oversee set-up of hired vendors, hotel employees, and caterers
  • Staff event and manage registration table for greeting, guest check-in, name tag distribution
  • Troubleshoot during event to ensure the event runs according to schedule
  • Events may be located throughout Maryland and out of state requiring travel and overnight accommodations
  • Manage the DAR event planners group which meets 2 – 4 times per year
  • Plan and manage a one-day event planners workshop open to all Hopkins event planners to help educate colleagues on all aspects of event planning, once annually.

 

 

Qualifications

 

Bachelor’s degree.  Minimum five years of event planning experience including at least two years in planning and managing large-scale and complex convocations and/or events, preferably in higher education.

 

Demonstrated excellent written and oral communication skills as related to working directly with the President, Provost, Trustees, Faculty, Staff, and the general public. 

Must be organized and demonstrate the ability to work independently, multi-task, function effectively in a fast-paced environment without getting flustered, show great attention to detail and follow through to completion within time constraints.  Occasional evening and weekend work and some travel.  Must have own transportation for evening and weekend events.

 

Homewood Campus

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 at 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.

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