Classified Title: Program Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: $19.62-$27.00 per hour Employee group: Full Time Schedule: M-F, 8:30 AM - 5:00 PM Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 60006501-Center for Student Success Personnel area: Homewood Student Affairs
This essential position serves as a coordinator and event planner for undergraduate New Student Orientation and signature events within the First-Year Experience and Second-Year Experience programs. The Program Coordinator manages critical relationships with on-campus partners and off-campus vendors to ensure the successful development and implementation of these events. Specifically, this position coordinates all logistics for events including space & room scheduling, parking & transportation, catering & dining, signage, classroom usage, A/V equipment and support, campus operations, equipment rental, vendor contracts, etc. This position will serve as the liaison for New Student Orientation and all signature programming and will coordinate all staff, volunteers, and vendors to optimize event impact and success. In addition, this position will manage the registration and support of all pre-orientation programs.
The Program Coordinator reports to the Assistant Director of Orientation and First-Year Experience (OFYE) within the Center for Student Success. Evening and weekend hours are to be expected during peak seasons.
Essential Job Functions:
Coordinate, verify, and finalize services and event logistics for New Student Orientation and signature First-Year and Second-Year programs including the First-Year Banquet and Second-Year Garden Party.
Maintain essential relationships with on-campus partners including Scheduling & Event Services, Dining, Transportation, ASEN Scheduling, Kit Kats, Facilities, Grounds, etc.
Develop Banquet Event Orders for all New Student Orientation events.
Initiate and manage off-campus vendor relationships including but not limited to review of contracts, negotiation and liaising with vendors, and identifying and sourcing equipment needs.
Processes all logistical & A/V requests submitted in relationship to New Student Orientation.
Recruit and direct staff and student volunteers within Move-In and New Student Orientation.
Initiate and support integrated Pre-Orientation registration and programming.
Support OFYE leadership in defining and then achieving success at an event/tactical level.
Collect invoices from internal and external service providers to provide for billing and confirming final charges for final and post invoices.
Supervise and provide consultation as necessary for event-related publications and advertisement, such as invitations, flyers, and social media.
Provide on-site supervision for all event logistics and troubleshoot as necessary.
Perform other duties as assigned
High school degree required.
Bachelor’s degree preferred.
Five years’ experience in events planning and/or coordination required.
Direct involvement and/or working experience with orientation or first-year programs is preferred.
Education can substitute for experience based on the JHU equivalency formula.
Knowledge, Skills, or Abilities:
The ideal candidate will –
Have a strong attention to detail
Be able to manage complex relationships in a dynamic environment – across departments and across campus
Be flexible and an active problem solver, both in event logistics and event-related staffing issues
Have a calm temperament, even under pressure
Possess the ability to interact with a diverse population at all levels, and make decisions under pressure
Anticipate potential issues or problems and put back-up plans in place
Demonstrate a strong team-orientated approach to coordinate events with Orientation staff, student staff, graduate assistants, and campus partners
Comprehend the educational role of experiential learning, particularly as related to transition issues and the first-year experience
Demonstrate excellent verbal and written communication skills
Deliver exceptional customer service
Weekend and evening hours when required.
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 firstname.lastname@example.org. 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.
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