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Event Management Specialist

2 months ago

Baltimore, Maryland, United States Johns Hopkins University Full time

We are looking for a Special Events Coordinator to assist the Senior Assistant Director of On-Campus Recruitment and the Assistant Director of Events in executing various event programs both on and off campus. This role will be pivotal in managing the logistical planning of events throughout the year for prospective and admitted students, as well as for the counselor community.

Key Responsibilities

  • Collaborate closely with the Senior Assistant Director of On-Campus Recruitment and the Assistant Director of Events, alongside the marketing and communications team of the Office of Undergraduate Admissions, to facilitate event programming aligned with institutional objectives.

The incumbent will be accountable for

  • Overseeing all facets of planning and executing on-campus recruitment events, ensuring meticulous management of logistical details such as venue reservations, layout planning, catering, transportation, audio/visual requirements, and other event-related logistics.
  • Coordinating additional on-campus events during the fall and spring for prospective and admitted students, counselors, and other target audiences.
  • Building and maintaining relationships with campus partners essential for event execution, including but not limited to parking, facilities, catering, housing, dining, security, special events, custodial services, electrical, grounds, sustainability, recycling, and audio-visual support.
  • Managing receipts and financial documentation for budgeting purposes.
  • Anticipating and addressing needs for event execution, ensuring all team members have the necessary materials and training to effectively manage events.
  • Acting as the manager-on-call for select events or programs as determined in collaboration with the Senior Assistant Director of On-Campus Recruitment.
  • Assisting admissions counselors in program planning.
  • Being cross-trained with the visitor center team to support phone inquiries, front desk operations, and other daily events as required.
  • Managing space reservations and requests for Mason Hall from the Undergraduate Admissions office.
  • Overseeing inbox management for relevant programs.
  • Facilitating communication with prospective and admitted students regarding events and programming.
  • Working with the Senior Visitor Center Coordinator to secure venues for daily programming.
  • Performing other duties as assigned.

The ideal candidate will possess

  • Creative and strategic thinking abilities.
  • A calm demeanor, even in high-pressure situations.
  • Forward-thinking capabilities.
  • A meticulous attention to detail.
  • Flexibility and proactive problem-solving skills, particularly in event logistics and staffing challenges.
  • The ability to manage complex relationships in a dynamic environment across various departments.
  • Comfort in collaborating and leading team members within the Office of Undergraduate Admissions.
  • A team-oriented mindset, eager to work within a marketing, communications, and events team to create and manage successful events.
  • An understanding of the significance of successful events in achieving the office's overall goals.
  • A commitment to providing exceptional customer service.
  • A deep appreciation for the university and its mission.

Essential Knowledge, Skills, and Abilities

  • Proven interpersonal, organizational, and problem-solving skills.
  • Excellent verbal and written communication skills.
  • Strong attention to detail is crucial.
  • Willingness to travel occasionally.
  • Availability for some weekend and evening hours.

Physical Requirements

  • Ability to stand for extended periods and lift boxes weighing up to 25 pounds.

Minimum Qualifications

  • High School Diploma or equivalent.
  • A minimum of three years of relevant experience.
  • Additional education may substitute for experience as permitted by the university's equivalency formula.

Preferred Qualifications

  • A Bachelor's Degree is highly preferred.
  • Experience with CRM and project management software is advantageous.
  • Prior experience in organizing large student-oriented events, such as Freshmen Orientation at a prestigious college or university, is strongly preferred.

Classified Title: Special Events Coordinator

Role/Level/Range: ATO 37.5/02/OE

Starting Salary Range: $33.90 per hour (targeted salary of $45,000 - $50,000, commensurate with experience)

Employee Group: Full Time

Schedule: Monday - Friday / 08:30 AM - 05:00 PM (Some Nights/Weekends Required)

Exempt Status: Non-Exempt

Location: Hybrid/Homewood Campus

Department Name: Undergraduate Admissions

Personnel Area: University Student Services

Equal Opportunity Employer: Johns Hopkins University is an equal opportunity employer and does not discriminate based on race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.