Classified Title: Events Planner Role/Level/Range: ATP/03/PB Starting Salary Range: Commensurate with experience Employee group: Full Time Schedule: M-F, 8:30 a.m. to 5 p.m. Exempt Status: Exempt Location: 01-DC:District of Columbia Department name: 10001347-Advanced Academic Programs Personnel area: School of Arts & Sciences
The Events Planner position supports all AAP event initiatives. This position is responsible for leading and coordinating details for all recruiting events, Associate Dean’s Office events, program initiatives (marketing and admissions, including career fairs, speaker series, advisory board functions, forums, and co-sponsored events) and the AAP graduation ceremony. Coordination includes start-up meetings with program staff and office staff, event registration, pre-and post-registration communications, room requests, coordinating with AAP Operations, AV requests, vendor orders and on-site logistics.
The Events Planner is a highly detail-oriented and collaborative project manager who is comfortable with leading and providing behind-the-scenes guidance to academic program managers and staff. This position is based at the JHU campus in Washington, D.C. The position also requires frequent day travel to the Montgomery County and Baltimore campuses.
Specific Duties & Responsibilities:
Track event requests and liaise with requestor to kick-off event launch meeting
Events Management software administration
Handle equipment set-up requests, AV management, catering management, and general vendor management
Perform pre-event duties such as creating signage and name tags, submitting catering and other vendor orders, requesting event space and other tasks as needed
Support the gathering and management of event RSVPs.
Distribute regular RSVP and attendance reports to departments and programs.
Lead the set-up of meeting rooms, classrooms, and event spaces, including moving furniture, set up tables, chairs, boxes, decorations and displays
Provide on-site event registration support
Coordinate and participate in event set-up and tear down alongside University departments and external vendors
Create and maintain an AAP event
Manage space requests, security logistics, and event set-up daily with the AAP Operations Team
Demonstrate expert level knowledge of all spaces, their respective capacities and capabilities
Serve as a university representative and support all University and AAP policies and procedures
Mitigate event risk by working with Senior Risk Manager to ensure compliance with legal and health and safety regulations
Track event costs within allocated program
Work with departments to set projected costs
Negotiate contracts with vendors and coordinates with Johns Hopkins University purchasing
Other Duties as Assigned.
Minimum Qualifications (Mandatory):
Bachelor’s degree required with
2 years of administrative and or related work experience
Additional education may substitute for experience
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.
5 + years of administrative and or related work experience
Special Knowledge, Skills, and Abilities:
Detail-oriented with ability to prioritize tasks independently, accurately complete work under tight deadlines, and provide timely and accurate responses to event requests
Additional education may substitute for some experience per the JHU equivalency formula (30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience)
Strong interpersonal skills and a collaborative nature
Works well independently and can accomplish projects with little direction
Excellent written and verbal communication skills
Willingness and availability to work evening and early morning events, along with occasional weekends
Microsoft Office Suite and various graphic design programs
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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