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Job Req ID:  62738

Whiting School Events Manager

The Whiting School of Engineering Events team supports schoolwide and Dean’s events such as Convocation, WSE Design Day, Commencement, staff recognition, and academic department events. We are seeking a Whiting School Events Manager  who will help plan, manage, and execute all aspects of assigned events for the Whiting School of Engineering including strategic direction, creative execution, budget management and logistical oversight of all assigned events. This role will be working closely with the Associate Dean for External Relations and the Assistant Dean for Marketing and Communications and the position is responsible of maintaining the calendar of all in-person and virtual WSE events, ensuring all events align with the WSE brand and propel the mission of the school. The position supervises the WSE Special Events Coordinator and serves as consultant for department/center and industry staff.


Note: Occasional weekend and evening work and some travel, both in and out of state, required. Must have own transportation for evening and weekend events.


Specific Duties & Responsibilities

Event Planning, Execution and Follow Through (85%)

  • Directly manage the strategy and execution of large-scale university events, including, but not limited to, the committees for WSE Commencement ceremonies, which includes the Master’s Ceremony, undergraduate Order of the Engineer ceremony, and the Doctoral Hooding ceremony; the committees for WSE Leadership Week events, which includes convocation, Design day; and the committee for the annual Engineer’s Week.
  • Oversee the execution of medium and small-scale university-wide events, including but not limited to school-wide and departmental lectures, Dean’s Town Halls, Faculty Retreats, Dean’s Office Celebrations, E-Hop, External Reviews, faculty/staff appreciation events.
  • Oversee the logistics of the above events. This may include vendor discovery and selection, catering; florals; A/V; parking; recruitment and direction of volunteers at events; photography; programs and print pieces; and event registration. This position should troubleshoot issues as they may arise during events.
  • Create and track budgets, including monitoring of expenditures and preparation of reports. Negotiate and administer contracts with vendors and venues, including vendor analysis and selection.
  • Prepare and present invitations and briefings for the President, Provost, Deans, Faculty and other staff attending all managed events.
  • Establish relationships, liaise, and work effectively with external and internal constituencies, including leadership, faculty, staff, security, parking, plant operations, on-campus catering, custodial services, and scheduling department.
  • Create and execute a plan to collect and organize attendee information for follow-up communications and/or school databases as appropraite. Analyze all post-event data for future stratey and event improvement. 
  • Oversee and manage at least one staff member


Event Consultation and Oversight (15%)

  • Develop networking and educational programming opportunities for staff members with event planning responsibility within the Whiting School. This includes quarterly gatherings designed to encourage a community of WSE event planners.
  • Serve as a consultant for department staff providing guidance on best practices, vendor and venue recommendations, and planning resources (e.g. timelines, setup documents, venue directory).
  • Stay up-to-date on industry software to improve all event planning processes. These software programs could include Social Tables, InitLive, Formstack, Eventbrite, Cvent, and Boomset. Network with company representatives and Hopkins employees utilizing these programs and make implementation recommendations where relevant for department or other school event needs. Train school colleagues on platforms we utilize to help enhance their planning experiences.


Minimum Qualifications (Mandatory):

  • Bachelor’s Degree required.
  • Minimum of 5 years related experience with political, historic, or cultural venue events sales and management, preferably in an academic or nonprofit setting.
  • Additional education may be substituted for some experience.


Preferred Qualifications:

  • 1-2 years’ experience in technical production for large-scale events preferred.


Special Knowledge, Skills, & Abilities:

  • Must demonstrate excellent written and oral communication skills and an ability to relate articulately and with diplomacy with diverse groups including President, Provost, trustees, faculty, staff, alumni, major supporters of the university, and the general public.
  • Must be organized and demonstrate ability to work independently, multi- task, function effectively in fast-paced environment
  • Must show great attention to detail and follow through to completion within time constraints.
  • Proficient computer skills in word processing, spreadsheet maintenance, and email systems.


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 the 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


Classified Title: Special Events Manager
Working Title: Whiting School Events Manager 
Role/Level/Range: ATP/04/PD 
Starting Salary Range: $59,280 - $81,435 annually (commensurate with experience)
Employee group: Full Time 
Schedule: M-F, 8:30 a.m. to 5 p.m. 
Exempt Status: Exempt  
Location: ​​​​​​​Homewood Campus 

Department name: ​​​​​​​Communications 
Personnel area: Whiting School of Engineering


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.


Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons or because the individual is pregnant or attempting to become pregnant. 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 which campus you will work.  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.


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