Sr. Special Events Coordinator

JHU Carey Business School is seeking a Sr. Special Events Coordinator who will be responsible for leading the planning of academic events, meetings and other activities, in support of Carey faculty. The position will require detailed organization, foresight, and coordination with the events management team, campus operations and facilities, and regular interaction with individuals at all levels, both internally and externally.

Specific Duties & Responsibilities

• Lead the front-end meeting and event planning process for Academic Conferences, including communicating effectively with faculty organizers and event initiators and working with the facilities and events management team on space planning and setup.
• Serve as a secondary support function to the Administrative Specialist for Research Centers with event planning and coordination for Center and Nexus related events.
• Supervise and assist with the physical appearance of the facility and the set-up of tables, chairs, stages, fixtures, and ancillary needs either individually or with assistance from the facilities staff.
• Manage details for various high-profile events, including but not limited to Academic Conferences and other event needs.
• Maintain technical knowledge of Zoom Meetings and Zoom Webinar, remaining up-to-date on current updates and expected changes.
• Execute the roles and responsibilities of this position with minimal supervision.
• Work with Carey's Event Planning team as OFR’s primary POC for high-profile (Tier 1) Academic Conferences in DC and at Harbor East.
• Create registration link, manage the collection of registration fees, oversee paper submissions and collection of submission fees, reserve offsite hotel rooms for guest speakers, manage the reimbursement process for transportation for guest speakers, assist with Zoom support, order branded items for giveaways, provide day-of staffing onsite in DC and at HE, assist with managing the budget, and print nametags, name tents and supplies for Academic Conferences and other events.
• Coordinate Medium Profile (Tier 2) events, such as workshops, meetings/retreats, and departmental event/activities – planning logistics that include securing event space, ordering food and beverages, ordering supplies, making travel arrangements, obtaining and placing signage, and ensuring appropriate dcor (floral, linens, color schemes, etc.) to meet the quality expectations of the nature of the events.
• Manage catering orders onsite in DC & Harbor East for events/meetings for Tier 2 and Tier 3 events, as needed.
• Submit Loading Dock Requests and catering orders to Carey Event Planning & Space Management
• Propose new ideas to improve the event planning and implementation process.
• Find solutions for any problems that arise during the event.
• As needed, prepare name tags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc.
• Assist as needed with all-school events such as faculty meetings, graduation, and town halls.
• Available on some weekends and evenings to support Academic Conferences, Center sponsored events, Nexus sponsored events, and other OFR/Centers related events.

Special Knowledge, Skills, and Abilities

• Ability to simultaneously manage multiple events properly, resolve conflict and effectively delegate tasks and duties.
• Ability to build effective relationships with and provide support to internal stakeholders.
• Manage time effectively based on daily schedule.
• Detail oriented, ability to prioritize tasks, and able to work under pressure with multiple deadlines.
• Ability to exercise independent judgment to fulfill the responsibilities of the role and group.
• Communicate proactively with all key stakeholders such as Faculty, Departments, Operations/Facilities, IT, Security, Facility Coordinators, Building Management and University Events.
• Microsoft Office, Outlook, 25Live/College Net

Physical Requirements 

• Ability to stoop, sit, and stand for extended periods in support of in person events.

• 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.

• Three plus years of progressively responsible event management experience preferred.
• Due to the presence of alcohol, candidate must be at least 21 years of age.
• Experience using 25 Live/College Net scheduling software, preferred.
• Higher education events experience preferred.

Classified Title: Sr. Special Events Coordinator 
Role/Level/Range: ATO 37.5/03/OF  
Starting Salary Range: $21.25 - $36.90 HRLY ($65,000 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: M-F 8:30am - 5:00pm 
Exempt Status: Non-Exempt 
Location: Hybrid/District of Columbia 
Department name: ​​​​​​​Faculty & Research Administration  
Personnel area: Carey Business School