Events Manager

We are seeking an Events Manager who will shape the strategic direction of on-site events and related digital engagement. This role supports high-level national and local events with widespread attendance and complex planning logistics. This position will lead the team to plan, manage, and execute all aspects of virtual and in-person events for the Division or Center, as well as oversee analysis of engagement metrics for target audiences.

Specific Duties & Responsibilities

• The responsibilities listed below are typical examples of the work performed by this position.
• Not all duties assigned to this position are included, nor is it expected that everyone in this position will be assigned every job responsibility.

Events Strategy, Budgeting, and Engagement Analysis

• Develop an events strategy and categorization of events, with accompanying goals, staffing, and workflow plans, aligned with the agreed-upon strategic goals and priorities of the division.
• Prepare and oversee annual budget projections for schoolwide events, sharing with divisional Leadership.
• Develop and maintain an annual events calendar.
• Collaborate and partner with other JHU offices, as well as external partners, to plan, coordinate, and execute events.
• Establish relationships, liaise, and work effectively with external and internal constituencies to successfully develop and execute events.
• Manage external vendor relationships to support virtual and in-person events.

Events/Project Management

• Serve as the project manager for all Division or Center events.
• Develop and enforce all production timelines; distribute comprehensive event plans—including all logistical coordination—to ensure that all events are executed to the highest degree of excellence, accuracy, professionalism, and customer service.
• Manage and coordinate the division/department/center’s Events team which may include events staff, campus operations, marketing and communications, IT, student affairs, and other stakeholders.
• Track all events throughout each fiscal year, exercising independent judgment to advance event planning as appropriate throughout the year.
• Work with the Marketing and Communications team on the promotion of events, including sending invitations for each event, based on planning discussions and predetermined goals. Coordinate with the division/department/center’s IT and Central Communications teams on the technology needs to support virtual and in-person events, including overseeing decision-making on appropriate platforms.
• Work with stakeholders to collect all content needed for events. Project manage and work with the design team or external designers on all content creation and development of promotional materials for events, including invitations, collateral materials, and printed programs.
• Maintain continuity and consistency of the university/school’s brand.
• Independently monitor that events are being executed according to the preapproved budget and plans.
• Consistently manage multiple events and priorities in a calm and professional manner.
• Serve as the liaison to the university commencement committee; this might include serving on task forces and search committees, attending regular meetings, and collaborating on programs and co-sponsorships as appropriate.

Digital Production

• Stay up to date on industry software to improve the school’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 needs.
• Train School colleagues on platforms to help enhance their event planning experiences.
• Must be comfortable with software such as Teams, Zoom, and IBM Player to facilitate virtual events, including live-streaming programming, podcasts, and other externally facing broadcasts.
• Oversee analysis of engagement metrics for events.

Vendor Relationships

• Create budgets; negotiate and administer contracts with local vendors.
• Work directly and effectively with vendors, including writers, printers, caterers, A/V suppliers, mailing houses, photographers, florists, and restaurants, including the gathering of appropriate proposals and contracts, which might include hotels, museums, and on-campus facilities.
• Conduct site visits of venues.
• Finalize event arrangements by conducting a walk-through with the host, caterer, and other vendors as required. Determine necessary venue preparation, catering schedule, rental drop-off/pick-up, entertainment, dcor, parking and public safety, communications, multimedia needs, equipment needs, and other issues.

Scheduling & Communication

• Work with the Johns Hopkins Events Support Team and the School’s Campus Operations team on space availability and convert reservations to confirmed events.
• Collaborate with Central Communications and the School’s IT team regarding needed equipment and tentative setups.
• Handle communication of event needs to custodial operations.
• Receive and follow up on submitted event forms.
• Assist all clients with questions and concerns regarding space reservations, equipment needed, and process.
• Maintain effective communication and collaborations with campus partners.
• Oversee the RSVP tracking and confirmation process.
• Recruit, select, and direct volunteers at events. Manage event registration. Troubleshoot issues as they may arise during events. Supervise event load-out and cleanup.

Strategic Planning for Off-Campus Events

• Analyze and evaluate new property prospects for event rental and filming potential. Specifically analyze potential client value and attractiveness, space concerns and constraints, security needs, vendor access, health and safety risks.
• Provide expert advice on the management of large-scale events program, including vendor and client contractual recommendations and considerations.
• Perform other related duties as assigned.

Supplemental Information

• This position reports directly to the Senior Associate Dean for Strategy and Chief of Staff in the Krieger School of Arts and Sciences Dean’s Office, managing multiple events with competing deadlines, including school-wide events such as Faculty Forums, Beginning and End of Year Faculty and Staff Celebrations, and the annual PhD Hooding Ceremony.
• Independently manage all event planning and debrief protocols, evaluating each event for successes and challenges throughout each fiscal year and making recommendations for enhancements in future event design, planning, and implementation.

• Bachelor's Degree
• Five years of related experience, including supervisory and management experience
• Additional education may substitute for required experience, and additional related experience may substitute for required education beyond HS Diploma/Graduation Equivalent, to the extent permitted by the JHU equivalency formula.

• Seven years of related experience planning and managing large-scale and complex national events in higher education or other fields.
• Three to five years’ experience in technical production for large-scale events preferred.
• At least 2 years of management experience preferred.
• Experience in higher education.

Classified Title: Special Events Manager 
Job Posting Title (Working Title): Events Manager   
Role/Level/Range: ATP/04/PD  
Starting Salary Range: $62,900 - $86,500 - $110,100 Annually (Commensurate w/exp.) 
Employee group: Full Time 
Schedule: Mon - Fri, 8:30am - 5:00 pm 
FLSA Status: Exempt 
Location: Hybrid/Homewood Campus  
Department name: Vice-Deans Admin Staff   
Personnel area: School of Arts & Sciences