Sr. Special Events Coordinator

1 month ago

Baltimore, United States Johns Hopkins University Full time

Johns Hopkins University recently announced a major new investment in data science and the exploration of artificial intelligence, at the heart of which is a new Data Science and AI institute. The institute is dedicated to the application, understanding, collection, and risks of data and the development of machine learning and artificial intelligence systems across a range of critical and emerging fields, from neuroscience and precision medicine to climate resilience and sustainability, public sector innovation, and the social sciences and humanities. Created to explore the vast potential of human collaboration with artificial intelligence to transform medicine, public health, engineering, patient care, and other disciplines, the Data Science and AI institute is one of many critical areas across Johns Hopkins that will contribute to the success of the new institute.

The Data Science and AI institute seeks applications for an experienced Sr. Events Coordinator to provide support in strategizing, planning, coordinating and executing/managing events in the Whiting School of Engineering, and across multiple divisions of Johns Hopkins University. This position is crucial in providing visibility and familiarity to the Data Science and AI institute and its programs across the University.

Specific Duties & Responsibilities

  • The Sr. Special Events Coordinator for the DATA SCIENCE AND AI Institute, will be responsible for planning, coordinating, executing and managing various academic and programmatic events.
  • This role involves working closely with internal and external stakeholders, overseeing event logistics, and ensuring the seamless execution of events.
  • The position is based in Baltimore and will collaborate with our team to create engaging and successful events that support our mission.

60%, Event Planning and Coordination

  • Event Strategy: Develop and implement a comprehensive event strategy to align with the institute's goals, including virtual event design when necessary.
  • Event Logistics: Oversee all aspects of event planning, including space allocation, catering, technical requirements, and vendor coordination.
  • High-Profile Events: Manage and support high-profile events such as academic research conferences, speaker series, and orientations.
  • Space Management: Coordinate location scheduling and resource allocation within the event management system, ensuring efficient use of facilities.
  • Vendor Relations: Collaborate with vendors, including caterers, rentals, and IT, to ensure smooth event operations and compliance with regulations.
  • Security and Safety: Work with facility operations to ensure the safety and comfort of event attendees.
  • Multimedia Needs: Identify and coordinate technical requirements for events, collaborating with the IT team as needed.
  • Documentation: Maintain event floor plans, room layouts, and capacity requirements.

30%, System Administration

  • Database Management: Create and manage an event management database system, including scheduling, approvals, data validation, and reporting.
  • Reporting: Generate regular reports and analytics related to event activities.
  • Resource Listing: Develop and maintain a preferred vendor resource listing for catering and event services.
  • Financial Oversight: Process invoices and reconcile budgets for room rentals and other event-related expenses.

10%, Special Projects and Other Duties

  • Policy Development: Assist in developing and maintaining event-related policies and procedures.
  • Website Content: Support updates to the institute's website related to events
  • Additional Tasks: Perform other duties as assigned by departmental leadership.

Special Knowledge, Skills, & Abilities

  • Detail-oriented with strong organizational skills.
  • Ability to manage multiple tasks, prioritize, and meet deadlines.
  • Demonstrate ability to work independently and as part of a team.
  • Excellent organizational skills, analytical and problem-solving abilities, and attention to detail.
  • Ability to work for long periods of time without direction, prioritize own work, and work with flexibility on several tasks simultaneously in order to meet various concurrent deadlines.
  • Excellent computer literacy skills (Excel, Access, Word, PowerPoint) and ability to learn new software.
  • Excellent writing and verbal communication skills; also, with exceptional attention to detail.
  • Strong interpersonal skills and ability to work as part of a team.
  • Ability to work in a dynamic, fast-paced environment and respond quickly to changing priorities.
  • Applicants for this position may be required to complete skills assessments appropriate to the position description.
  • Knowledge of event management systems.
  • Strong Microsoft Office skills, including Outlook.
  • Ability to lift up to 25 lbs.

Physical Requirements

  • Ability to stoop, sit, and stand for extended periods during in-person events
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.

* JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. 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.

Preferred Qualifications
  • Five years progressively responsible event management experience.
  • Experience with SAP and scheduling software.
  • Familiarity with database and design software.

Classified Title: Sr. Special Events Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.00 - $36.50 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: 37.5 hrs/wk, M-F
Exempt Status:Non-Exempt
Location:Hybrid/Homewood Campus
Department name: DSAI Institute
Personnel area: Whiting School of Engineering

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