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Sr. Special Events Coordinator

2 months ago

Baltimore, United States The Johns Hopkins University Full time

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. Event Planning and Coordination (60%): 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. System Administration (30%): 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. Special Projects and Other Duties (10%): 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 without direction, prioritize own work, and work with flexibility on several tasks simultaneously 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. Preferred Qualifications Five years progressively responsible event management experience. Experience with SAP and scheduling software. Familiarity with database and design software.

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