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Job Req ID:  112673

Senior Special Events Coordinator

The Johns Hopkins School of Advanced International Studies (SAIS) seeks an experienced Sr. Special Events Planner to provide support in planning, strategizing and managing school-wide events. Reporting to the Director of Events, the Sr. Events Planner will work closely with SAIS leadership, faculty, staff, students and the centralized teams to manage annual events, meetings and other activities.


Specific Duties & Responsibilities

  • Direct support and coordination for meetings, seminars, conferences, retreats, events and activities throughout the facility, and at times offsite.
  • Proactively collaborates with the Centralized Operations & AV teams to ensure accuracy with the intended event outcome requirements.
  • Participate in the full life cycle of events from design, logistical planning, implementation, evaluation and budget management. This includes the creation of full management of room reservations and custom room layout diagrams.
  • Serves as the lead planner for the annual school orientation and open house events inclusive of periodic updates to the Director of Events.
  • Produce and manage all aspects of the school annual commencement ceremony.
  • Gather information and statistics on each event to determine success, make recommendations to the Director of Events on how to improve events in the future.
  • Serves as primary contact to vendors to negotiate and manage contracts (e.g., caterers, florists, sound/stage companies, musicians, printers, etc.).
  • Manage and approve invoices and expenses input into SAP.
  • Serve as a system administrator for CollegeNet’s 25Live event management database to support SAIS-specific updates and to produce reports.
  • Develop, lead and facilitate ongoing user trainings for 25Live updates for SAIS, faculty, staff and student clubs.
  • Oversees the department email service account by creating the management schedule for the team and ensuring responses within a timely manner.
  • Maintains proper inventory of events supplies and resources for the team, assists with purchasing recommendations and sourcing of items that allow the events team to stay on trend per the market.
  • Maintain the suite of event planning guides and resources used by the school’s event organizers.
  • Co-produce the weekly events newsletter to ensure it meets the deadline and contains accurate information.
  • Assists the Director of Events with the review and approval of proposed room usage of Primary Event Spaces.
  • At times, will oversee the work performed and assist with decision-making by special event coordinators, students and volunteers.
  • Assists the Director of Events with daily assignments and special projects.
  • Ability to adjust work schedule to support after-hours and weekend events.


Special Knowledge, Abilities & Skills

  • Five years of progressively responsible event management experience.
  • Excellent organizational skills, analytical and problem-solving abilities, and attention to detail.
  • Ability to work for long periods without direction, prioritize own work, and work flexibly on several tasks simultaneously to meet various concurrent deadlines.
  • Excellent computer literacy skills (Outlook, Excel, Publisher, Word, PowerPoint) and ability to learn new software.
  • Familiarity with Zoom, Eventbrite, Social Tables and Canva software systems.
  • Strong interpersonal skills and ability to work independently as part of a team.
  • Sound judgment and discretion with the ability to interact with the Dean and senior leaders.
  • Ability to work in a dynamic, fast-paced environment and respond quickly to changing priorities.
  • Ability to lift up to 25lbs and move event supplies.


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
  • Event experience in an academic environment specifically providing services to key stakeholders such as school leadership, faculty and students.
  • Familiarity with SAP financial database management.
  • Experience with CollegeNet’s 25Live scheduling software.

 

 

Classified Title: Sr. Special Events Coordinator 
Job Posting Title (Working Title): Senior Special Events Coordinator   
Role/Level/Range: ATO 37.5/03/OF  
Starting Salary Range: Min $21.00 - Max $36.50 HRLY (Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday-Friday 8:30am-5:00pm 
Exempt Status: Non-Exempt 
Location: Hybrid/District of Columbia 
Department name: Operations 
Personnel area: SAIS 

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.

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

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/.

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 upon 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.
Hybrid: On-site 3-4 days a week

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