Job Req ID:  112387

Sr. Special Events Coordinator

The Johns Hopkins Institute for Planetary Health (JHIPH) is the leading organization at the forefront of planetary health, a new, rapidly growing global field and social movement focused on understanding the human health impacts of our disruption and transformation of Earth's natural systems and the solutions necessary to address these challenges. Never before has humanity's footprint on the natural world been so large or so threatening to human health and well-being. The JHIPH which supports the Planetary Health Alliance (PHA) is a growing global consortium of over 390 institutions in more than 68 countries, plus 1,400+ individual members, advancing planetary health understanding by convening experts; creating, gathering, and distributing educational materials; and curating, synthesizing, and disseminating evidence to inform and activate the planetary health community and the broader society.


JHIPH seeks an experienced and motivated Sr. Special Events Coordinator to plan and facilitate meetings, conferences, and events for the JHIPH. The Sr. Special Events Coordinator will be adept at planning/executing events and building relationships to provide spaces for planetary health leaders and contributors to convene in a fast-paced transdisciplinary environment spanning geographies and sectors, including academia, private sector, policy makers and the general public. The Sr. Special Events Coordinator will work closely with the JHIPH and PHA staff and selected advisors to provide thoughtful event support for all aspects of JHIPH and PHA’s programs. The Sr. Special Events Coordinator will report to the JHIPH Sr. Administrative Manager.


Specific Duties & Responsibilities

  • The Sr. Special Events Coordinator for the JHIPH will be responsible for planning, coordinating, executing, and managing various academic and programmatic events.
  • This role involves working closely with internal and external stakeholders, overseeing event logistics, and ensuring the seamless execution of events.
  • The position is based in Baltimore and may also organize events in JHU’s new building at 555 Pennsylvania Avenue in Washington DC. The position will collaborate with our team to create engaging and successful events that support our mission.


60% Coordination & Event Planning

  • Independently coordinates all Institution’s events e.g., seminar series, named lectures, academic conferences, speaker series, poster sessions, retreats, talks, presentations, socials, student events etc. by arranging dates, communicating with team or speakers, scheduling rooms, reserving a/v, arranging travel/lodging, catering, advertising, coordinating meeting schedule, ensuring day of activities run smoothly, submitting honorarium and travel expense reimbursements, etc.
  • Event Logistics: Ensures all events are carried out in compliance with the event’s planning timelines and budgets. In advance of all meetings, confirm logistics, sends reminders, and ensure all parties have the proper materials disseminated for both in-person and virtual events.
  • Communications: Drafts/edits/circulates related meeting and special event materials including announcement flyers and minutes/white papers related to meeting outcomes. Gathers background data in preparation for meetings in collaboration with sponsors/participants.
  • Scheduling: Independently identify and resolve scheduling conflicts and prioritize meeting requests.
  • Vendor Selection: Using established sustainable criteria, select appropriate vendors in support of the JHIPH values.


Vendor Relations/Management

  • Collaborate with vendors, including caterers, rentals, and IT, to ensure smooth event operations and compliance with regulations.


Space Management

  • Coordinate location scheduling and resource allocation within the event management system, ensuring efficient use of facilities.


Security & Safety

  • Work with facility operations to ensure the safety and comfort of event attendees.


Multimedia Needs

  • Identify and coordinate technical requirements for events, collaborating with the IT team as needed.


Documentation

  • Maintain event floor plans, room layouts, and capacity requirements.


30% System Administration

  • Database Management. Create and manage an event management database system, including scheduling, approvals, data validation, and reporting.
  • Reporting, generate regular reports and analytics related to event activities.
  • Resource Listing, develop and maintain a preferred vendor resource listing for catering and event services.
  • Financial Oversight: Process invoices and reconcile budgets for room rentals and other event-related expenses.


10% Special Projects and Other Duties

  • Policy Development, assist in developing and maintaining event-related policies and procedures.
  • Website Content, Support updates to the institute's website related to events.
  • Additional Tasks, perform other duties as assigned by departmental leadership.


Special Knowledge, Skills, & Abilities

  • Demonstrate ability to work independently and as part of a team.
  • Excellent organizational skills, analytical and problem-solving abilities, and attention to detail.
  • Ability to work for long periods of time without direction, prioritize own work, and work with flexibility on several tasks simultaneously in order to meet various concurrent deadlines.
  • Excellent computer literacy skills (Excel, Access, Word, PowerPoint) and ability to learn new software.
  • Excellent writing and verbal communication skills; also, with exceptional attention to detail.
  • Prior experience with making fliers and graphic design software like Adobe Illustrator.
  • Strong interpersonal skills and ability to work as part of a team.
  • Ability to work in a dynamic, fast-paced environment and respond quickly to changing priorities.
  • Applicants for this position may be required to complete skills assessments appropriate to the position description.
  • Knowledge of event management systems.
  • Strong Microsoft Office skills, including Outlook.
  • Ability to lift up to 25 lbs.


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


Preferred Qualifications
  • Three years of prior event management experience.
  • Experience with SAP and scheduling software.
  • Familiarity with database and design software.
  • Detail-oriented with strong organizational skills.

 


 

Classified Title: Sr. Special Events Coordinator 
Role/Level/Range: ATO 40/E/03/OF  
Starting Salary Range: Min $21.00 - Max $36.50 HRLY ($54,000 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday to Friday: 9 am – 5 pm 
Exempt Status: Non-Exempt 
Location: School of Public Health 
Department name: ​​​​​​​Institute for Planetary Health 
Personnel area: School of Public Health 

 

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. 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/

 

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 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.


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.

 

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

 

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 accessibility.jhu.edu.

 

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. Exceptions to the COVID and 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. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

 

The following additional provisions may apply, depending on 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.

 

Note: Job Postings are updated daily and remain online until filled.

 

 

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. 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/.

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/.

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

School of Public Health - East Baltimore Campus