Career Center
New York, NY, US, 10001
Posted: 18-Aug-23
Location: Baltimore, Maryland
Salary: Open
Internal Number: 110601-en_US
Johns Hopkins Carey Business School is seeking a Special Events Administrator. This position is responsible for supporting all academic and programmatic events, meetings, academic conferences, special events, and other activities for both internal and external JHU clients at both the Harbor East and DC locations of the Carey Business School. The Special Events Administrator will oversee all location scheduling and resource allocation within the 25Live event management database for event requirements, resources, catering needs, time constraints, etc. to ensure proper use of facility and to eliminate redundancies. This person is able to efficiently execute the roles and responsibilities of this position with minimal supervision and may serve as a mentor to fellow team members. This position is based in Baltimore.
Specific Duties & Responsibilities
Special Events Support (60%)
- Ensuring both planned and impromptu events are properly organized, understood, and ultimately articulated into an event outcome that is responsive to space, atmosphere, logistical and aesthetic requirements.
- Demonstrate ability to plan & support events in multiple modalities.
- Leading the meeting and event planning process, including managing space, catering, and communicating effectively with client.
- Supporting high profile/signature events including Dean's office events, academic research conferences, distinguished speaker series, town halls, orientations, etc.
- Manage all space rental requests and fulfillment, for both Johns Hopkins affiliates and external clients: responsible for helping to generate rental revenue opportunities.
- Coordinate 25 Live data validation and integration from other systems, including SIS, as well as regular reporting and analytics, ongoing user training, publishing calendar data to web and digital displays.
- Manage the coordination of other event services provided by internal service departments (Operations, Security, IT) and all other external vendors (caterers, rentals, florists, etc.).
- Develop and implement a comprehensive virtual event design strategy; manage virtual event platform for VIP events.
- Assure proper vendor certificates of insurance and licenses are current and comply with building and school regulations.
- Proactively collaborate with the facility operations team to ensure integrity of facility and overall comfort and safety of attendees for all meetings and events.
- Collaborate with the Facilities Supervisor to ensure proper facilities coverage for events.
- Serve as primary point of contact for all vendor deliveries of required materials and equipment for events.
- Coordinate with IT to identify unique multi-media technical needs for events.
- Oversee event floor plans and altered room layouts to include capacity requirements.
- Execute the roles and responsibilities of this position with minimal supervision.
System Administration (30%)
- Provide support and coordination for meetings, seminars, conferences, retreats, events and activities throughout both the DC and Harbor East facilities within the 25Live system administration.
- Manage and provide 25Live reports and analysis.
- Facilitate 25Live training for new users.
- Plan and facilitate regular (weekly) EPSM status meetings with service providers and event hosts to ensure all event requirements and policies are in order prior to an event.
- Develop and maintain a preferred vendor resource listing for catering and other common event services for departmental and student reference.
- Responsible for maintaining inventory of EPSM shared event resources (furniture, signage, pipe & drape, banners, lighting, staging, decor, etc.)
- Submit Loading Dock Requests for external vendors.
- Conduct post-event survey administration with stakeholders to drive continuous improvement.
- Process AR invoices for room rentals, parking, including billing departments and submitting reconciled budgets to Finance.
- Oversee calendaring data throughout web calendars and digital monitors.
- Provide oversight of all campus guests and guest lists to identify special needs in regard to security, etc.
Special Project & Other Duties (10%)
- Assist departmental leadership in developing & maintaining EPSM departmental policies and procedures.
- Assist departmental leadership with updating the EPSM website content related to events policies, procedures, and reference materials.
- Other duties as assigned.
Special Knowledge, Skills, & Abilities
- Ability to manage 25Live database system, including scheduling of locations and resources, approvals, data validation and reporting, publishing calendar data.
- Simultaneously manage multiple events properly, resolve conflict and effectively delegate tasks and duties.
- Ability to build effective relationships with and provide support to internal and external clients.
- 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: EPSM event planners, internal department event planners, Operations/Facilities staff, porters, IT techs, security officers, and all students, faculty and staff.
- Microsoft Office, Outlook, 25Live/College Net, Social Tables.
- Accounts Receivable (AR) and invoice reconciliation knowledge.
Physical Requirements
- Ability to stoop, sit, and stand for extended periods in support of in person events.
- Ability to lift up to 25 lbs.
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
- 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 25Live/College Net scheduling software preferred.
- SAP experience preferred.
Classified Title: Sr. Special Events Coordinator
Working Title: Special Events Administrator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: Min $21.00 - Max $36.50 HRLY ($60,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: M-F, 8:30-5pm, some evenings and weekends may be required.
Exempt Status: Non-Exempt
Location: JH at Harbor East
Department name: Operations
Personnel area: Carey Business School
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
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.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 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 on 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.
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