Special Events Coordinator

We are seeking a Special Events Coordinator who will oversee and coordinate all logistical aspects for a diverse range of events for the Johns Hopkins Sheridan Libraries and University Museums. This role involves managing both small and large-scale events, including advisory board meetings, Director’s Circle events, exhibition receptions, luncheons, dinners, lecture receptions, Dean’s Office events, and more. The Special Events Coordinator reports to the Director of Private Events.

Specific Duties & Responsibilities

Event Coordination and Planning (90%)

• Manages all logistical details of events from planning through execution, including site selection, space reservations, vendor selection and management, floor plans, timelines, catering, transportation, A/V setup, signage, setup and other event-related logistics.
• Plans and directs production timeline for events and ensure all details are carried out in a timely manner and deadlines are met.
• Works with stakeholders throughout the division to keep tasks and deadlines on track.
• Oversees onsite event management to ensure smooth operations from load-in through load-out, managing vendors and timelines effectively.
• Develops and maintains run-of-show timelines and ensure coordination with stakeholders such as guest speakers, curators, and development staff.
• Projects and anticipates needs for day-of event execution and ensure all colleagues and team members have the materials they require to successfully execute events.
• Negotiates, reviews, and administers contracts with vendors, including caterers, bartenders, A/V technicians, photographers, and florists. Conducts a thorough selection process to ensure quality and cost-effectiveness.
• Develops and maintains a preferred vendor list and propose new vendors as needed. Creates RFPs to secure competitive contracts and negotiates master vendor agreements to streamline the planning process.
• Arranges and contracts for transportation for staff, faculty and guests as needed.
• Consistently manages multiple events and priorities in a calm and professional manner.
• Administers event budgets, monitors expenditures, and prepares financial reports. Seeks creative solutions to reduce costs and assist with the reconciliation of event expenses.
• Provides support to internal customers in the design, execution and evaluation of small and large events and meetings.
• Facilitates post-event evaluations to assess success and identifies areas for improvement.
• Implements changes to enhance future event planning processes.
• Confirms and secures presenters, speakers, volunteers.
• Manages space reservations for MSE Library event space.
• Performs additional responsibilities as assigned to support the goals of the Johns Hopkins Sheridan Libraries and University Museums.

• Must be able to work outside of regular business hours when necessary.

Administrative Support (10%)

• Provides information annually and as needed to support departmental reports.
• Responsible for assisting in the preparation, forecasting, and monitoring of annual budget.
• Cross-trains and supports Private Events colleagues with inquiries, tours, and client management as needed.

Special Knowledge, Skills, and Abilities

• Excellent communication skills, including writing, proof reading skills, and speaking.
• Excellent interpersonal skills, with a high degree of professionalism.
• Highly organized and detail oriented in order to manage multiple events simultaneously and meet deadlines.
• Ability to work independently, represent the University professionally and use sound judgement to address unexpected situations.
• A commitment to outstanding customer service.
• Solid computer skills (Microsoft Suite, Google Suite, Adobe and WordPress).

Physical Requirements

• Ability to remain in a stationary position for sustained periods of time, generally lasting 8-10 hours.
• Ability to move about on foot to accomplish tasks, particularly for long distances, moving from one work site to another in variable weather conditions.
• Ability to frequently ascend or descend stairs, ramps, ladders, and the like both within building structures and outside property is required.
• Ability to occasionally move equipment weighing up to 30 pounds is required.

Work Environment

• The candidate, during work activities, will be subject to both internal and external environmental conditions.
• Activities occur inside and outside including in inclement weather.

Additional Information

• Position must be available to travel for occasional events outside of Baltimore.
• Although regular mid-day hours will be established Monday through Friday the position is expected to work evening or weekends when events are scheduled.

• High School Diploma or graduation equivalent.
• Three years of related experience.
• Additional education may substitute for experience to the extent permitted by the JHU equivalency formula.

• Bachelor’s Degree.
• Experience with high-quality event planning and management, hospitality, public relations, and/or arts entertainment or other related field.
• Experience with higher education or museum environments.

Classified Title: Special Events Coordinator 
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: $18.20 - $33.90 HRLY (Commensurate with experience) 
Employee group: Full Time 
Schedule: M-F, 8:30am-5pm 
Exempt Status: Non-Exempt 
Location: Hybrid/Homewood Campus 
Department name: ​​​​​​​Private Events  
Personnel area: Libraries