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Job Req ID:  53936

Events Planner

Title:  Events Planner

 

General summary/purpose: The Krieger Schools of Arts & Sciences Office of External Affairs is a multifunctional office that includes development, alumni relations, and communications, and which raises an average of $40M annually from more than 66,000 alumni, as well as from parents and friends of the school. Development and alumni relations strengthens and expands relationships with alumni, faculty, staff, and donors; leads fundraising efforts; and strategically supports philanthropic approaches to foundations and corporations, with a focus on scholarships, faculty research, infrastructure, and other strategic priorities. The communications team provides strategic communications, external and internal communications, and integrated communication services for the school across a variety of digital and print platforms.

 

The Events Planner is the point person and project manager responsible for independently conceiving, planning, designing, and executing more than 50 development events each year, managing a budget of just over $250,000 for the Zanvyl Krieger School of Arts and Sciences External Affairs Office in order to promote and advance the school’s fundraising, stewardship, and constituent engagement goals and priorities.  The Events Planner works directly with leadership to understand departmental needs and tailor events accordingly.  The position reports directly to the Director of Constituent Engagement.

 

Specific duties & responsibilities:

 

  1. Special Events Project Management – The Events Planner shall serve as the project manager for all special events and special donor engagement activities, including:
  1. 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.
  2. Execute quarterly meetings with KSAS gift officers to advance work in their respective territories, suggest event ideas to aid in cultivation and stewardship of prospects, and assist as needed to create custom, on-campus experiences for special donor visit days; proactively seek opportunities to incorporate meaningful stewardship opportunities into events. Partner with the Assistant Director for Donor Relations and gift officers to deliver impactful stewardship touches that will advance the cultivation efforts and support the school’s fundraising goals.
  3. Track all suggested/discussed events throughout each fiscal year, exercising independent judgment to advance event planning as appropriate throughout the year.
  4. Independently identify the ultimate goal and various parameters for more than 50 events, for 50 to 300 guests, each year and present them to the Associate Dean and Senior Director of Development.
  5. Independently develop invitation lists for each event, based on planning discussions and per-determined goals, and present to the Associate Dean and Senior Director of Development.
  6. Oversee the Administrative Coordinator for events in all aspects of executing annual priority school and development events, and coordinate work flow and delegate responsibilities to the Administrative Coordinator, other members of the Operations team, and to three part-time student workers as necessary.
  7. Oversee all content creation and development of promotional materials with internal communications team, including the design of invitations, collateral materials, and printed programs while maintaining continuity and consistency of the university/school’s brand.
  8. Independently monitor that events are being executed according to the preapproved budget.  Communicate unanticipated expenses and cost savings in weekly meetings with the Director of Constituent Engagement to ensure accurate budget projections.
  9. Oversee and prepare annual budget projections for all events, sharing with the Associate Dean for External Affairs and the Senior Associate Dean of Finance and Administration annually.
  10. Finalize event arrangements by conducting walk-through with host, caterer and other vendors as required.  Determine necessary venue preparation, catering schedule, rental drop-off/pick-up, entertainment, décor, parking and public safety, communications, multimedia needs, equipment needs, and other issues.
  11. Generate production timelines and oversee all aspects of briefing production for special events, specifically for the President, Provost, Dean, and other leadership, including producing initial drafts, overseeing creation of all collateral materials and remarks, managing attendees listing and bios, and securing approvals according to university protocols.
  12. Travel out-of-state (including to New York City) to manage on-site logistics and event execution for multiple events or meetings per fiscal year.
  13. Develop and maintain an annual events calendar to advance the office’s relationship with major prospects.
  14.  Collaborate and partner with other JHU offices, as well as external partners, to plan, coordinate and execute events.
  15. Oversee the resolution of all guest questions and complaints in collaboration with the Administrative Coordinator.

 

 

  1. Special Events Expert – The events planner shall serve as a Special Events expert on all items related to successfully running a high volume, high functioning special events operation, including:
  1. Proactively research and evaluate event vendors and services, identifying potential new vendors to continue to evaluate purchasing power, streamline efforts and improve efficiencies.
  2. Create requests for proposals, and negotiate contracts to ensuring pricing is competitive and up to date. 
  3. Maintain good working relationships with service providers, regularly evaluate the quality of all vendors, and acknowledge their good service through letters, personal calls, and other relationship building actions.
  4. Independently manage all event debrief protocols, and establish and execute next steps, evaluating each event for successes and challenges that will lead to considerations for future event design, planning, and implementation.
  5. Independently review event planning protocols throughout each fiscal year and suggest enhancements to the Director of Constituent Engagement and Associate Dean of External Affairs.
  6. Proactively seek new and creative ways to forward the KSAS development and campaign message through effective use of events.
  7. 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 university and donor expectations are met and a level of excellence is upheld.
  8. Anticipate guest needs through superior planning and work proactively to ensure that all guests receive the appropriate level of service that will advance the office’s ultimate goals.
  9. Develop and implement event operational timelines, vendor recommendations, and staffing needs for programs and events that reflect the most efficient use of resources. 
  10. Serve as an expert in the use of the JHU development database’s events module.  Oversee the entry and maintenance by the Administrative Coordinator of all aspects of each event and sub-session(s) with the events module.
  11. Maintain and enhance all reference materials with respect to special events for planning and collaboration purposes within and beyond the Krieger development office.
  12. Incorporate training opportunities into annual workload, taking advantage of courses offered through DAR, the university, and external sources as available.

 

  1. Constituent Engagement
  1. Serve as the “events consultant” to the Constituent Engagement team, providing input and overall strategic vision to execute events consistent with all the events sponsored by the Office of External Affairs.
  2. Manage all event responsibilities for the Krieger School with respect to Homewood Homecoming and Reunions, in partnership with the Whiting School and Central Development and Alumni Relations teams.
  3. Manage all student/alumni events within KSAS External Affairs office purview; lead teams to establish a template format for recurring events; identify and develop a case for which office/team(s) should take formal ownership after new events are launched.

 

  1. Volunteer Boards
  1. Organize and execute the Fall and Spring Krieger Advisory Board in person meetings (twice a year), and video conferencing meetings (twice a year) alongside the Associate Dean and the Director of Constituent Engagement. High-level volunteer and staff audiences including alumni, donors, trustees, institution administrative leadership and faculty.
  2. Organize and execute all in person meeting logistics, and ensure rsvp tracking is being conducted, for all Krieger School volunteer leadership groups. These meetings include, but are not limited to:
    1. Krieger Advisory Board (2 per year)
    2. Physics and Astronomy Advisory Council (2 per year)
    3. Second Decade Society (2 per year),
    4. Center for Financial Economics Advisory Council (1 per year)
    5. Humanities Advisory Council (1 per year)
  3. Research and recommend venues appropriate for meeting needs; negotiate contracts to secure venue location and appropriate vendors.
  4. Direct an Administrative Coordinator in carrying out logistics including room scheduling and set-up; AV needs, and any ground transportation that is needed for Advisory Board members.

 

Evening and Weekend work required. 

 

Other duties as assigned

 

Minimum qualifications (mandatory): Bachelor’s degree required. Two years of progressively responsible related experience required. Additional education may substitute for experience.

Preferred qualifications:  CMP, and/or CSEP preferred. Five or more years of related experience preferred.

Special knowledge, skills, and abilities: Requires self-direction and a high level of independent judgment and decision making. Strong oral, written, organizational and social skills. Must be enthusiastic about working with diverse populations. Ability to focus great attention to details, multi-task, and follow through on projects to completion. Familiarity with formal and informal departmental goals, standards, policies, and procedures and familiarity with other departments within Krieger School and Johns Hopkins are highly desirable. Ability to work independently, work as part of a team, manage projects, determine priorities and maintain a high degree of professionalism and confidentiality.  Excellent interpersonal and oral communication skills required, including the ability to interact with Deans, faculty, trustees, alumni, students and staff using tact, diplomacy, and appropriate judgment. Must have strong events skills and the ability to learn and institute new policies. Must be able to work in a dynamic, fast-paced environment and possess high levels of creativity and energy. 

 

Technical qualifications or specialized certifications: Any specific physical requirements for the job: Will require occasional lifting up to 15-20 pounds for loading and unloading for events.

 

 

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.

 

Classified Title: Events Planner 
Working Title: Events Planner 
Role/Level/Range: ATP/03/PB 
Starting Salary Range: Commensurate with experience
Employee group: Full Time 
Schedule: Monday - Friday 8:30 am - 5:00 pm 
Exempt Status: Exempt  
Location: 01-MD:Homewood Campus 
Department name: 10001349-Development 
Personnel area: University Administration

 

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.

 

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