Sr. Events Coordinator (Office of Faculty & Research)

Johns Hopkins University•Washington, DC

1d•$21 - $37•Hybrid

About The Position

The Carey Business School is seeking a Sr. Events Coordinator who will be responsible for leading the planning of academic events, meetings and other activities, in support of Carey faculty. This position will be based in Washington, D.C. with required travel to Harbor East, Baltimore, and requires occasional evening and weekend availability to support Academic Conferences, Center sponsored events, Nexus sponsored events, and other OFR/Centers related events. The Sr. Events Coordinator is responsible for overseeing events, meetings and other activities. Specific responsibilities include supporting the front-end meeting and event planning process. This role will plan, organize and execute events. Responsible for overall coordination of small to large scale events. This position works with leadership to understand departmental needs and tailor events accordingly.

Requirements

High school diploma or graduation equivalent.
Five years of related experience.
Experience in coordinating events in a higher education or comparable setting.
Due to alcohol service at some events, must be at least 21 years of age.
Additional education may substitute for required experience and additional related experience may substitute for required education beyond high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Nice To Haves

Bachelor’s Degree.
Administrative experience in higher education.
Experience using 25 Live/College Net scheduling software.
Familiarity with Eventbrite, Social Tables and Bananatag or other related event platforms.
Detailed knowledge of Zoom Meetings & Zoom Webinars with ability to oversee technical components of hosting events in the Zoom platform.

Responsibilities

On-Site Event Planning
Create event floor plan and room layout and supervise the execution of the physical appearance of the facility and the set-up.
Utilize Cvent Event Diagramming, 25Live and/or other event planning system to share custom room layouts, enter room reservations, AV equipment and room setup.
Provide direct support and coordination for meetings, seminars, conferences, retreats, events and activities throughout the facility.
Ensure proper implementation of policies and procedures.
Proactively collaborate with the operations staff (Facilities & Security) to ensure the integrity of the facility and overall comfort and safety of attendees at all meetings and events.
Collaborate with event organizers to manage logistics with vendors, including catering orders, event rentals, catering setup and clean up and certificate of insurances to ensure adherence to event space policies and guidelines.
Identification of preferred vendors for catering. Work collaboratively with the Green Team to create green, “no-waste” events.
Maintain preferred vendor list for departmental and student use.
Submit Loading Dock Requests for external vendors.
Provide guidance and direct event organizers on how and when to submit guest lists to the appropriate event space contacts.
May work with security to identify day-of event security needs.
Collaborate with Facilities leadership or staff to ensure porter coverage for events.
May provide event signage, crowd control ropes, recycling and trash bins, ancillary items, as determined by event guidelines.
Coordinate and manage deliveries of required materials and equipment for events.
Coordinate with IT to identify technical needs for event and schedule accordingly.
Collaborate with stakeholders and IT to drive continuous improvement.
Coordinate with Johns Hopkin affiliates and external users to provide facility information, tours and pricing on space rental and concierge their event needs.
May coordinate parking passes.
Prepare and process room rental and parking invoices.
Virtual Event Support
Ensure virtual and hybrid event reservations are consistently entered into 25Live.
Assign tasks & manage progress as project manager.
Evaluate, and in some instances, develop detailed event run-of-show.
Consult with event hosts to implement comprehensive virtual event design strategy
Manage virtual event platform for VIP events.
Research current virtual and hybrid event trends.
Maintain technical knowledge of Zoom Meetings and Zoom Webinar, remaining up to date on current updates and expected changes.
Collaborate with Marketing & Communications to design event microsite and/or landing page, accounting for event templates and registration needs, virtual backgrounds, and other branding materials.
Share access to virtual event recordings post-event.
Conduct briefings with external guest speakers in partnership with event host.
Oversee event tech dry run/rehearsal with event host.
Train event hosts on proper use of virtual and hybrid event platform, with primary focus on Zoom Meetings and Zoom Webinar.
Evaluate training process and customer satisfaction.
Update best practices for virtual and hybrid events for continuous improvement.
Track event attendance and attrition rates.
Administrative Duties
Conduct new hire tours and visitor tours of the facility.
Generate reports and invoices.
Other duties as assigned.
Work with Carey's Event Planning team as OFR’s primary POC for high-profile (Tier 1) Academic Conferences and (Tier 2 and 3) events in DC and at Harbor East, providing day-of staffing onsite in DC and at HE.
Assist with budget maintenance, create registration links, 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 as needed with all-school events such as faculty meetings, graduation, and town halls.
Serve as a secondary support function to the Administrative Specialist for Research Centers with event planning and coordination for Center and Nexus related events.
Assist faculty centers with miscellaneous administrative tasks as needed.