The Department of Scheduling and Event Services seeks a Special Events Coordinator who will serve as coordinator and event planner for all services provided for the Summer Conference and Meeting Management programs booked through Scheduling and Event Services. The position supports the usage and events for student organizations, departments, and external clients hosted on the Homewood campus. This position coordinates all on-campus logistics for events including, parking, catering, signage, room setup and diagrams, classroom usage, A/V equipment and support, etc. This person is required to be on-site for events to troubleshoot issues and provide on-site assistance for events and guests providing excellent customer service at all times.
Specific Duties & Responsibilities:
Coordinate, verify and finalize services as applicable (i.e., catering, parking, telecommunications, security, custodial, Jcard office and plant operations)
Develop setup diagram using event software for all events and communicate out to service providers
Develop BEOs for student organizations and department events
Collect catering licenses and food waiver forms if applicable
Develop paper and digital signage needed for events
Manage automated door schedules for event access using S2
Communicate event information to student event staff
Communicate pertinent information with clients and all service providers
Coordinate weekly door schedule based on events in the building
Attend weekly logistics meeting with service providers
Communicating setup diagrams and setup turnovers with custodial and facilities
Greet and do final room check with on-site person for external groups
Provide on-site support prior to and through start of event, be on-call & available by phone for events
Collect invoices from internal and external service providers to provide for billing and confirming final charges for final and post invoices.
Maintains communication with clients to determine services needed and communicates with university departments and vendors to secure these services. The Recreation Center, Library and Parking services are coordinated for the summer groups through Scheduling and Event Services as well.
Analyses coordination procedures and processes for meetings and events to recommend new systems or revisions of established procedures as necessary.
Other duties as assigned
Minimum Qualifications (Mandatory):
High School Diploma/GED required, two years or more of college preferred.Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Three years related experience required, preferably in event planning or coordination.
Knowledge, Skills, or Abilities:
Computer skills including adaptability to conference programming software and presentation technology is beneficial.
Knowledge of hospitality and event management principles and practices
Demonstrated interpersonal, organizational, and problem-solving skills, as well as excellent verbal and written communications skills are required.
Ability to establish effective working relationships with a diverse population of guests
Work schedule: Regular hours are 8:30am – 5pm however, schedule may vary based on event needs to include some weekend or on-call and schedule can be flexed as needed based on event support.
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.
Classified Title: Special Events Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.42 - $23.95/hr (commensurate with experience) Employee group: Full Time Schedule: M-F, 8:30am - 5:00pm Exempt Status: Non-Exempt Location: Homewood Campus Department name: Scheduling & Event Services Personnel area: University Student Services
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 [email protected]. 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.
Equal Opportunity Employer Note: Job Postings are updated daily and remain online until filled.
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.