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Requisition ID:  119228

Sr. Events Planner (Special Events)

We are seeking a Sr. Events Planner who will independently conceptualize, implement, manage, and evaluate organizational events. These events may involve complex aspects including international travel, foreign dignitaries or political figures, with potentially enhanced security needs. This position represents, upholds and enhances the JHU brand. This role serves as a resource to managers and employees in the organization.


Specific Duties & Responsibilities

  • Plan and execute mid-size to large and complex divisional/departmental/organizational events with broad-reaching internal and external impact.
  • Develop and manage event budgets, commit funds, and enter into and finalize event contracts.
  • Develop procedures and protocols for events and use of space.
  • Identify policy improvements and make effective recommendations related to event planning.
  • Work with organizational leadership to plan and orchestrate events on campus and at outside venues. This includes, but is not limited to:
  • Develop the theme, style, and language for communications, including invitations or event promotion.
  • Provide information to determine appropriate venue for various events.
  • Work closely with the appropriate leader or appointed contact, on the style, flow, and layout of each event.
  • Create and maintain projects schedules.
  • Ensure timelines are met, ensuring the accuracy of invitations, RSVP lists, programs, and all related details (e.g., dietary needs and other needs lists)
  • Coordinate all arrangements e.g., catering, rentals, custodial services for set-up and clean-up, flowers, etc.
  • Manage and work within a budget that is determined at the beginning of each fiscal year.
  • Create event briefing for leadership as needed.
  • Manage outside contracts with vendors, including event companies, caterers, florists, printers, transportation companies, etc.
  • Maintain proper inventory of event supplies
  • Manage and approve invoices and expenses in financial system.
  • Collaborate with leadership to develop an annual calendar of events.
  • Collaborate with Marketing & Communications on design and implementation of marketing plans for events and preparation of promotional and day-of materials, including invitations, email communication, social media posts, and collateral.
  • Work with leadership to conceptualize events, including setting goals and target audiences, recruiting and prepping speakers, collaborating with partner organizations, developing agendas, managing guest lists, etc.
  • Provide day-of support for events, and/or support and prepare other staff to manage events where appropriate.
  • Manage relationships with vendors, hotels, venues, and external organizations as needed.
  • Create event experiences that are inclusive and accessible.
  • Prepare briefings, status updates, reports, summaries, presentations, and other work products for dissemination to internal and external partners.
  • Requires occasional evening hours and weekend hours as needed.


Digital Events & Production

  • Stay current on industry software, e.g. Social Tables, InitLive, Formstack, Eventbrite, Cvent, and Boomset to improve event planning processes.
  • Train colleagues and stakeholders on platforms to help enhance their digital event planning experiences.
  • Use software such as Teams, Zoom, and IBM Player to facilitate virtual events including live-streaming programming, podcasts, and other externally facing broadcasts.
  • Other duties as assigned.


Minimum Qualifications
  • Bachelor's Degree.
  • Four years of related experience.
  • Experience in coordinating events in a higher education or comparable setting.
  • Ability to work occasional evening hours and weekend hours.
  • Additional education may substitute for required experience and additional related experience may substitute for required education beyond a high school diploma/ graduation equivalent, to the extent permitted by the JHU equivalency formula.


Preferred Qualifications

  • Experience running large events such as conferences, peer learning networks, symposiums, and national events in higher education or other fields.
  • Experience in technical production for large-scale events.
  • CMP (Certified Meeting Professional) through the Convention and Industry Council (CIC)

Technical Qualifications or Specialized Certifications

  • CMP (Certified Meeting Professional) through the Convention and Industry Council (CIC)


Technical Skills and Expected Level of Proficiency

  • Budgeting - Intermediate
  • Event Planning - Intermediate
  • Guest Relations - Intermediate
  • Invoicing - Intermediate
  • Menu Planning - Intermediate
  • Public Relations: Intermediate
  • Vendor Management - Intermediate
  • Vendor Relationship Management - Intermediate


The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

 

 

Classified Title: Sr. Events Planner   
Role/Level/Range: ATP/03/PC  
Starting Salary Range: $53,800 - $94,400 Annually ($74,100 targeted; Commensurate w/exp.) 
Employee group: Full Time 
Schedule: Monday-Friday 8:30 - 5:00 
FLSA Status: Exempt 
Location: Hybrid/School of Nursing  
Department name: 10001247-Special Events 
Personnel area: School of Nursing 

 

 

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/.

Education and Experience Equivalency
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: 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.

Applicants Completing Studies
Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

Background Checks
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

Diversity and Inclusion
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

Accommodation Information
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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/.

Vaccine Requirements
Johns Hopkins University requires all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry.

The following additional provisions may apply, depending upon campus. Your recruiter will advise accordingly.
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.
Hybrid: On-site 3-4 days a week

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