Conference & Events Coordinator

4 weeks ago

Baltimore, United States Johns Hopkins University Full time

Job Req ID:

114098

Conference & Events Coordinator

Reporting to the Sr. Manager, Conferences & Events, the is accountable for the planning, organization and execution of small and large events. This position will work with internal and external stakeholders through the end-to-end event planning process in support of global conferences, events and exhibitions.

Responsibilities:

Event Planning

Provides support to internal customers in the design, development, execution and evaluation of small and large events, conferences and exhibitions Coordinates, monitors and tracks registration and attendance of event participants Tracks and monitors expenditures Coordinates visa and travel for international travelers Plans logistics for small and large events i.e., travel, event venue(s), meeting rooms, A/V needs, food/catering, signage, event agenda etc. Provides recommendations to enhancements of event planning processes Assists with the preparation of RFPs in alignment with established Jhpiego requirements and processes Assists with reconciliation of event costs Supports the recruitment volunteer staff for events, conferences and exhibitions Confirms and secures presenters, speakers, volunteers Gathers information and statistics on events to evaluate success

Vendors

Sets up new vendors in systems i.e., JHU secure vendor portal, PaymentWorks Processes timely payment of invoices for events-related activities and services Identifies and gathers information about potential vendors Maintains vendor resources and identifies back-up suppliers for contingency plans May conduct site visits to evaluate venues

Communications

Assists with the development of event communications Disseminates event communications and other relevant information Edits and formats communication materials

Special Skills, Knowledge & Abilities:

Previous experience planning small and large global events Demonstrated effective verbal and written communication skills, organizational and problem-solving skills Ability to manage multiple deadlines in a fast-paced environment Deadline and detail-oriented Ability to multi-task Ability to develop and maintain professional relationships Experience working on-site to oversee logistical arrangements and direct venue event staff and providing direction to organizational peers when supporting the Organizations presence at various conferences Experience delivering exceptional customer service Working knowledge of various audio and video equipment Proficient computer skills (i.e., Microsoft Office Suite: Word; Excel; PowerPoint; SharePoint; Edge; Outlook; Teams), video conferencing technology (Zoom), social media platforms and ability to adapt and quickly learn specialized computer programs and applications (i.e. SAP, SAP Concur) Understanding of and appreciation for working with diverse populations International and/or domestic travel up to 20%

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

Proficiency in a second language (French, Spanish) is an asset

Total Rewards
The referenced salary range is based on Johns Hopkins Universitys good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: .

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: 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.

**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law:

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