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Job Req ID:  10737

Sr. Special Events Coordinator

Classified title: Sr. Special Events Coordinator

Working title (if applicable): Events Specialist

Role/Level/Range: ATO/03/OF

Starting Salary Range ($s): $37,518 - 51,617

Employee group (Full time/Part-time/Limited/Casual): Full time

Schedule (hours/days): M-F, 37.5

Employee subgroup (FLSA Status): non-exempt

Department name: Development and Alumni Relations

Personnel area (School): Peabody Institute

 

General Description

The Events Specialist at the Peabody Institute plans events for the Office of External Relations for Development, Alumni Relations and Constituent Engagement for Advancement, and provides consultation for special events projects at the Institute; and reports to the Operations Manager.

 

The primary focus of this role is to guide, plan, oversee, and facilitate events for the Institute’s Office of External Relations, overseeing all details from conception to execution of these events for Advancement. This position also provides high level support and consultation, and is the first point of contact, for all special events at the Peabody Institute.  The incumbent will maintain a comprehensive calendar for all special events for the Institute; chair the Institute-Wide Special Events Working Group; and develop and provide templates, best practices, and policies to facilitate the execution of all Institute events on the Peabody Institute Campus (The Peabody Library is a separate entity). As a project manager, in addition to providing consultation for Institute events, the events specialist is also integral to the execution of two broader campus events, which currently include post-convocation lunch and the post-commencement reception.

 

Essential Duties and Responsibilities:

Plan events for the Office of External Relations

  • Responsible for managing and supporting approximately 40 events and meetings per year hosted by the Office of External Relations – ranging from large receptions to small, but high profile, donor visits or site visits;
  • Event management includes event logistics, securing event space, vendor contract negotiations, invitations, budget, and post-event evaluation, etc.
  • Develops work plans, timelines, and budgets for the Office of External Relations events;
  • Negotiates contracts with vendors and coordinates with Johns Hopkins purchasing and adheres to its requirements and best practices for the Office of External Relations events;
  • Provides onsite support, leadership, volunteers, and troubleshooting during Office of External Relations events;
  • Uses special data management software specific to the advancement office (development and alumni relations);
  • Drafts briefings and debrief documents before and after each event for the Office of External Relations;
  • Other duties as assigned.

Manage events projects for the Peabody Institute

  • Request and/or confirm approval from the Associate Dean of External Relations, and occasional consultation from the Dean, for JHU requests from entities outside of the Institute;
  • Evaluate the events requests and provide strategic guidance to the Associate Dean of External Relations regarding resource needs and relationship to the Peabody Institute’s mission for a final decision to be made.
  • Chairs the Institute-Wide Special Events Working Group;
  • Develops policies and procedures for internal and external events;
  • Draft, document, and implement policies for “best practices” specific to event planning; sets the guidelines and provides a protocol document for communication for all the events to specific areas (plant operations, A/V, IT, Security, Garage, Box Office, Photography, Concert Office, Dining Services);
  • Uses new institute management software to schedule and document events;
  • Serves as a subject matter expert for institutional events;
  • Serves as first point of contact for all special events and triages and delegates as appropriate;
  • Responsible for managing and supporting two major events on campus, not assigned to the Office of External Relations: currently the post-convocation lunch and post-commencement reception;
  • Depending on circumstances, may be onsite for events JHU or Peabody hosts.
  • Provide high level support and project management for approximately 5-10 events each year which involve JHU hosts;
  • Other duties as assigned.

 

Qualifications

High School Diploma/GED required. Bachelor’s degree highly preferred. Five years related experience required, preferably in development and alumni relations in higher education, or comparable non-profit or private sector institution.

Highly detail-oriented with strong organizational and problem-solving skills.  An ability to find creative ways to maximize impact of events, while staying within budget. Strong project management skills, including the ability to manage to deadline and manage multiple projects simultaneously.

 

The ideal candidate will have the ability to thrive in an intellectually challenging, fast-paced, collegial environment.  Political savvy, integrity, discretion, and pragmatic consensus building skills required; mature judgement in handling sensitive and confidential information required. Excellent oral, written, and interpersonal skills and a highly professional image with the ability to interact with faculty, staff, donors, board members and volunteers at all levels required. Ability to organize and establish objectives and priorities in a complex organizational environment required.

 

Must be adept at working effectively with diverse constituent groups and senior institutional staff. Strong verbal communications skills, and strong written communication skills, with the ability to draft correspondence. Strong computer skills, to include Microsoft Office application, facility with ALADIN database, and content management software, or willingness and aptitude to learn such programs. Knowledge of budget management for programs and events. Regional and national travel required, including nights and weekend work.

This position requires someone with a strong commitment to and passion for the mission of the Peabody Institute of the Johns Hopkins University.

 

 

Peabody Institute

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