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Job Req ID:  10082

Sr. Special Events Coordinator

Classified Title: Sr. Special Events Coordinator 
Role/Level/Range: ATO 37.5/03/OF 
Starting Salary Range:
Employee group: Full Time 
Schedule: M-F, 8:30am-5:00pm 
Employee subgroup: Salaried Non-exmt 
Location: 04-MD:School of Medicine Campus 
Department name: 10003241-SOM Admin FJHM SOM Alumni Relations 
Personnel area: School of Medicine

POSITION DESCRIPTION

 

 

Title: Senior Coordinator, Fund for Johns Hopkins Medicine Events,

 Department of Donor Relations and Development Events

Fund for Johns Hopkins Medicine

 

Reports to: Associate Director, Fund for Johns Hopkins Medicine Events,

Department of Donor Relations and Development Events

       Fund for Johns Hopkins Medicine

 

 

Summary of Responsibilities:

 

The Fund for Johns Hopkins Medicine Events team works collaboratively with colleagues across medicine and the institution to create experiences that build stronger donor and alumni relations, allowing staff to focus on cultivation, fundraising, and ensuring donors and alumni remain connected to Johns Hopkins.  We operate as a central service to the Fund for Johns Hopkins Medicine (FJHM) in regard to donor/alumni relations, events, building recognition, and other needs as warranted.

 

The FJHM events Sr. Coordinator is responsible for proactively planning and implementing Johns Hopkins Medicine development events and supporting School of Medicine alumni events, as needed. The FJHM events team strives to create unique event experiences for constituents. Such events include professorship installations, receptions/dinners, symposiums, reunions.

 

Specific Responsibilities:

 

Interaction with Leadership

  • Manage the event calendar and reviews/submits briefings in relation to FJHM events for the President and Provost of the University, Dean/CEO of Johns Hopkins Medicine, President of the Johns Hopkins Hospital and Health System, Department Directors, and senior leadership of DAR and FJHM.
  • Serve as a consultant to departments on leadership needs and follow up with department contacts as needed to ensure leadership request process moves forward.
  • Create and distribute briefing templates and briefing information to colleagues as events are scheduled with leadership.

 

Event Planning

  • Coordinates 30+ events per year for FJHM, individual departments, University Leadership, and School of Medicine alumni; some independently and others in partnership with the Associate Director of FJHM Events or Senior Director of Alumni Relations, and Development Events. 
  • Assists Sr. Director and Associate Director with large-scale events including annual dean’s symposia, School of Medicine reunions, and building groundbreakings/dedications that have budgets in excess of $100,000 and attendance in excess of 300+.
  • Leads departments in planning and execution of events from start to finish, using independent judgment to create event timelines, advise development staff accordingly, and set/stay within a given budget. 
  • Plans, produces, and cleans-up events, including, but not limited to: negotiating for space contracts and book space, arranging food and beverage, ordering supplies and audiovisual equipment, making travel arrangements, ordering event signs, ensuring appropriate décor, and preparing nametags, briefings, materials, event supplies, gift bags, literature tables, registration lists, and seating cards to meet the quality and expectations of Johns Hopkins event,
  • Assists Directors, Associate Director, Senior Management, Vice President at FJHM, and Dean/CEO's office with the planning and implementation of special projects, programs, and events as requested, including non-development events.
  • Works effectively with vendors, including, but not limited to, printers, caterers, suppliers, mailing houses, photographers, florists, and restaurants.

 

Dean’s Symposia Events

  • Through strong and efficient management of logistics, communications and production, serve as primary support for the Sr. Director and Associate Director to plan national Johns Hopkins Medicine Dean’s Symposia
  • This includes:
  • Assists to recruit and lead volunteers for engagement opportunities.
  • Research hotels, venues, caterers and other vendors, and secure locations and contracts as appropriate.
  • Track all ancillary events that will be taking place in conjunction with the main Symposiums.
  • Executes communication needs in partnership with Associate Director of Communications and Associate Director of Events; oversees coordination of registration, logistics and on-site execution.

 

General Event Information

  • Executes events within the specified budget.
  • Understands the University’s donor database, known as ALADIN, and its various modules, especially events management. 
  • Gather information and statistics, via surveys, on each project/event from development offices and attendees to achieve quality event productions by keeping detailed records and enters data into ALADIN database and department event tracking database.
  • Providing training to FJHM staff in creating and maintaining events in ALADIN, specific events, and event policies and procedures.
  • Maintains R.S.V.P. email and voicemail accounts. Answers and responds to inquiries in a timely, polite, and professional manner and enters the data into ALADIN events module.
  • Proposes new ideas to improve the event planning and implementation process.
  • Conducts research, makes site visits, and finds resources to help staff make decisions about event possibilities by creating and maintaining a list of venues, capacities, catering, accessibility, contacts, hours of operation, and parking options.  Compile information into the events binder and update on a regular basis.
  • Uses outside vendors and in-house resources to coordinate large mailings.  Proofread communications to ensure accuracy. Works with Business Services to update records and mailing lists.
  • Update the Trustee listing, facilitate requests for Trustee event invitations, and obtain/distribute trustee mailing labels to development colleagues.
  • Maintain our signage/event supply inventory and suggest reorders when necessary.  Fulfill colleague signage requests for events.

 

 

General Skills

  • Utilizes computers for word processing, mail merging, maintaining lists, updating database records, and producing varied reports.
  • Works a flexible schedule to accommodate and staff events. May require early mornings, nights, and weekends. Some travel may be required.
  • Answers the main telephone line for the Donor Relations and Development Events department as needed.
  • Performs other duties including, but not limited to, photocopying, mailing, and training as necessary.
  • Make follow-up phone calls as needed before each event.
  • Manage the departmental events intern providing guidance, feedback, and information on development.

 

Requirements:

  • Bachelor’s Degree preferred, 2-3 years relevant experience preferred.
  • The ideal candidate has at least two years of experience in event planning or project management, preferable in a higher education/health care environment and with VIP cliental.  Experience with meeting/event planning, development (preferably in higher education or health care), and marketing ideal.
  • Self-starter with a positive attitude
  • Proactive problem solver
  • Superior planning, communication, and follow-through abilities.
  • Ability to work professionally with donors, vendors, and faculty and staff as representation of the Fund for Johns Hopkins Medicine
  • Strong attention to detail. 
  • Ability to work within a given budget, multi-task, and prioritize in a well-organized manner.
  • Must possess excellent verbal, interpersonal, and written communication skills.
  • Performs well under pressure and within time constraints with a high degree of accuracy and diplomacy.
  • Possess excellent word-processing and database management skills; significant PC experience and a thorough working knowledge of Windows, Word, Excel, Access, PowerPoint, the internet; and the ability to learn new software.  SAP knowledge preferred. 
  • Ability to work independently and as part of a team.
  • Night and weekend work with some travel for selected events possible.
  • Must be able to lift 50 pounds, sit for eight (8) hours, and stand for various time lengths, walk stairs, and travel. 
  • Ability to lift 50 pounds,  to sit for eight (8) hours straight, to stand for various time lengths, to walk stairs, and travel.

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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Important legal information
http://hrnt.jhu.edu/legal.cfm

 

School of Medicine - East Baltimore Campus

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