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Job Req ID:  12919

Desktop Publisher/Assistant Meeting Planner

Classified Title: Communications Coordinator 
Working Title: Desktop Publisher/Assistant Meeting Planner ​​​​​
Role/Level/Range: ATO 37.5/03/OE 
Starting Salary Range: $17.25 to $23.72 per hour
Employee group: Full Time 
Schedule: M-f, 8:30am-5:00pm 
Exempt Status: Non-Exempt ​​​​​​​ 
Location: 11-MD:JH at CPIA Century Plaza 
Department name: 10001507-Energetics Research Group 
Personnel area: Whiting School of Engineering

General Summary/Purpose:

This position will support publication, conference, and marketing activities for the Johns Hopkins University-Whiting School of Engineering’s Energetics Research Group located in Columbia, MD.  Primary duties will be the collection and publication of proceedings from various meetings; assisting the ERG Meeting Planner with conference organization and administration; and providing graphic support (in print, and web) for conferences, marketing materials, and various communications.

Specific Duties & Responsibilities: 

Publication Responsibilities:  This position will provide oversight of the collection of papers and presentations for publication in both paper and electronic format.  Communications will be with authors and/or other meeting principals via e-mail, web-sites, and telephone.  Ultimately, papers will be published internally in electronic format or in paper format requiring coordination with outside publishing vendors.  It will also require working with ERG technical staff and program committee members on the management of “best paper” submissions, selections, and award presentations.

Conference Support:  This position will assist the lead Meeting Planner with website development and the overall administrative processes, procedures, and systems in place for establishing and communicating a meeting program.  This includes, but is not limited to:  the collection of abstracts and their workflow through the meeting database; communications with session chairs, authors and other meeting principals; assistance with website development and content; working with outside vendors, for items such as audio visual and temporary on-site staffing, to establish costs and initiate contracts, etc.

Marketing Activities:  This position will have the lead role in the development of marketing materials for conferences and general ERG activities.  These include oversight of the designs and purchases such as tee-shirts, pens, note pads, etc.; flyers, brochures, or other materials required for conferences and ERG outreach opportunities; the creation of slide shows for conferences; and general support of graphics as required.

Minimum Qualifications (Mandatory): 

  • Two years of college coursework required.
  • Some related experience required.

Preferred Qualifications:  

  • AA or BA in communications, event planning certification, or graphics preferred.

Special Knowledge, Skills, and Abilities:

  • Working knowledge of Microsoft Office (Word, Excel, PowerPoint, Access)
  • Working knowledge of Adobe Creative Suite (Adobe Acrobat Professional, InDesign, Dreamweaver, Photoshop)
  • Must have exceptional organizational and communication skills
  • Proven customer support interactions required
  • Must be able to work independently to complete projects in a timely manner to meet deadlines in a fast-paced environment.

This is an opportunity to work in a team environment along with experienced personnel in conference administration, DoD security, and information technology. 

Contact Interactions

Internal:

  • Administrative Manager (15%)
  • Meeting Planner (50%)
  • Security Team (15%)
  • IT Team (15%)
  • Technical Staff Members (5%)

Contacts External (400 individuals+ annually):

  • Authors (60%)
  • Session Chairs (15%)
  • Vendors (25%)
    • Marketing/Advertising/Promotional
    • Printers
  • Audio Visual

Additional Information: 

  • US citizenship is required. 
  • Permanent employment status is contingent upon obtaining a Secret DoD security clearance within a reasonable time period. 
  • Travel within the United States, for two week-long conferences as a minimum, is required. 
  • Have the ability to lift 50 pounds.

Any Specific Physical Requirements for the Job:

  • Ability to lift 50 pounds with accommodation

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.

Equal Opportunity Employer
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JH at CPIA Century Plaza

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