Working title (if applicable): Sr. Associate Director, University Events
Employee group (Full time/Part-time/Limited/Casual): Full-Time
Schedule (hours/days): M-F, 8:30am-5:00pm
Employee subgroup (FLSA Status): Exempt
Department name: Special Events
Personnel area (School): UN10
Sr. Associate Director, University Events
The Office of University Events supports Presidential events and Central Development events as well as other divisional requests. The primary responsibility of this position is planning major academic ceremonies such as commencement and convocation including other related commencement events such as the senior toast plus other large-scale development events.
The primary duties and responsibilities of the job are:
Event Production and management of ceremonies – 90%
Confer with Secretary to the Board of Trustees and Director University Events to produce and manage all aspects of the University-wide commencement ceremony at the Royal Farms Arena for 10,000+, the New Student Convocation ceremony for 1500, Sr. Toast for 3000.
Think creatively to find ways to enhance and shorten the existing program
Research opportunities to strengthen existing commencement protocols including production, facilities, logistics, vendors, rehearsals
Plan and direct a timeline for events and ensure all details are carried out in a timely manner
Administer budgets including monitoring of expenditures and preparation of reports. Creatively seek ways to reduce current expenditures.
Propose new vendors to partner with and create RFP’s to ensure most competitive contracts with all vendors
Negotiate, review and administer contracts with vendors and conduct a thorough selection process
Chair the commencement committee
Brief the president, provost and secretary to the board of trustees on all aspects of the ceremony
Responsible for creating and managing emergency event procedures
Consult and provide guidance with other divisions to ensure protocols are followed with their ceremonies
Recruit, assign, train and manage 100 staff volunteers for commencement, sr. toast and other large scale events. This entails conducting 2-3 training sessions per event, and creating instructions and volunteer assignments.
Arrange and contract for transportation for faculty and guests as needed
Compose scripts and detailed instructions for use by president and other principles, including marshals
Oversee training and rehearsals for President, provost, deans, over 50+ faculty, marshals, hand shakers, name readers, student speakers and musicians.
Manage the communication plan which includes creating collateral pieces, invitations, and letters
In collaboration with University Communications and the Registrar office, manage the commencement program booklet content, production and distribution
Oversee the management of the University Commencement website and social media campaigns
Produce and manage the Senior Toast for 3000 graduates and their guests
Work directly and effectively with vendors including printers, caterers, suppliers, mailing houses, photographers, and florists including the gathering of RFP’s as needed for hiring.
Consistently manage multiple events and priorities in a calm and professional manner
Support the office of University Events in other types of events to include: Galas, campaign events, stewardship events
Work effectively with internal offices such as security, parking, plant operations, custodial services
Conduct an extensive survey to evaluate all events and compile a report which details plans to strengthen and improve next year.
Supervisory – 5%
Supervise an event coordinator whose primary function is to assist with commencement and convocation as well as manage social media
Event Oversight – 5%
Work closely with event planners in other divisions and departments to assist and consult with their events
Meet with divisions to see how University Events can partner on more events
Oversee set-up of hired vendors, hotel employees and caterers
Staff event and manage registration table for greeting, guest check-in, name tag distribution
Trouble shoot during event to ensure the event runs according to schedule
Events may be located throughout Maryland and out of state requiring travel and overnight accommodations
Manage the DAR event planners group which meets 2 – 4 times per year
Plan and manage a one-day event planners workshop open to all Hopkins event planners to help educate colleagues on all aspects of event planning, once annually.
Bachelor’s degree required. Minimum five years of event planning experience including planning and managing large-scale and complex convocations and/or events, preferably in higher education. Ten or more years of event planning experience strongly preferred. Additional experience may substitute for education.
Demonstrated excellent written and oral communication skills as related to working directly with the President, Provost, Trustees, Faculty, Staff, and the general public.
Must be organized and demonstrate the ability to work independently, multi-task, function effectively in a fast-paced environment without getting flustered, show great attention to detail and follow through to completion within time constraints. Occasional evening and weekend work and some travel. Must have own transportation for evening and weekend events.
Internal Number: 16858-en_US
About Johns Hopkins University
Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.