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Special Events Administrator

4 months ago

Washington, United States Johns Hopkins University Full time

Job Req ID:

114927

Special Events Administrator - DC

Johns Hopkins Carey Business School is seeking a . This position is responsible for supporting all academic and programmatic events, meetings, academic conferences, special events, and other activities for both internal and external JHU clients at both the Harbor East and DC locations of the Carey Business School. The Special Events Administrator will oversee all location scheduling and resource allocation within the 25Live event management database for event requirements, resources, catering needs, time constraints, etc. to ensure proper use of facility and to eliminate redundancies. This person is able to efficiently execute the roles and responsibilities of this position with minimal supervision and may serve as a mentor to fellow team members. This position is based in DC, with occasional travel to Baltimore, Harbor East.

This position is 100% onsite.

Specific Duties & Responsibilities

Special Events Support (60%)

Ensuring both planned and impromptu events are properly organized, understood, and ultimately articulated into an event outcome that is responsive to space, atmosphere, logistical and aesthetic requirements.
Demonstrate ability to plan & support events in multiple modalities (Zoom, in-person, hybrid).
Leading the meeting and event planning process, including managing space, catering, and communicating effectively with client.
Supporting high profile/signature events including Deans office events, academic research conferences, distinguished speaker series, town halls, orientations, etc.
Manage all space rental requests and fulfillment, for both Johns Hopkins affiliates and external clients: responsible for helping to generate rental revenue opportunities.
Coordinate 25 Live data validation and integration from other systems as well as regular reporting and analytics
Manage the coordination of other event services provided by internal service departments (Operations, Security, IT) and all other external vendors (caterers, linens, rentals, florists, etc.).
Develop and implement a comprehensive virtual event design strategy; manage virtual event platform for VIP events.
Assure proper vendor certificates of insurance and licenses are current and comply with building and school regulations.
Proactively collaborate with the facility operations team to ensure integrity of facility and overall comfort and safety of attendees for all meetings and events.
Collaborate with Facilities, IT and Security to ensure proper staff coverage for events.
Serve as primary point of contact for all vendor deliveries of required materials and equipment for events.
Coordinate with IT to identify unique multi-media technical needs for events.
Oversee event floor plans and altered room layouts to include capacity requirements.
Execute the roles and responsibilities of this position with minimal supervision.

System Administration (30%)

Provide support and coordination for meetings, seminars, conferences, retreats, events and activities throughout both the DC and Harbor East facilities within the 25Live system administration. Manage and provide 25Live reports and analysis. Plan and facilitate regular (weekly) Events Planning status meetings with service providers and event hosts to ensure all event requirements and policies are in order prior to an event.
Develop and maintain a preferred vendor resource listing for catering and other common event services for departmental and student reference.
Responsible for maintaining inventory of Events Planning shared event resources (furniture, signage, pipe & drape, banners, lighting, staging, decor, etc.).
Submit Loading Dock Requests & Work Permits for external vendors.
Conduct post-event survey administration with stakeholders to drive continuous improvement.
Provide oversight of all campus guests and guest lists to identify special needs in regards to security, etc.

Special Projects and Other Duties (10%)

Assist departmental leadership in developing and maintaining Events Planning policies and procedures.
Update Events Planning website content related to events, policies, procedures, and reference materials.
Perform other duties as assigned.

Special Knowledge, Skills, & Abilities

Ability to manage 25Live database system, including scheduling of locations and resources, approvals, data validation and reporting, publishing calendar data. Able to simultaneously manage multiple events properly, resolve conflict and effectively delegate tasks and duties.
Ability to build effective relationships with and provide support to internal and external clients.
Ability to manage time effectively based on daily schedule.
Detail-oriented, ability to prioritize tasks and able to work under pressure with multiple deadlines.
Ability to exercise independent judgment and independently troubleshoot to fulfill the responsibilities of the role and group.
Strong communication skills with ability to communicate proactively with all key stakeholders: Events Planning colleagues, internal department event planners, Operations/Facilities staff, porters, IT techs, security officers, and all students, faculty and staff.
Extensive knowledge of Microsoft Office, Outlook, 25Live/College Net, Social Tables.
Knowledge of Accounts Receivable (AR) and invoice reconciliation. Ability to execute the roles and responsibilities of this position with minimal supervision.

Any specific physical requirements for the job

Ability to stoop, sit, and stand for extended periods in support of in person events.
Ability to lift up to 25 lbs.

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
Three plus years of progressively responsible event management experience preferred.
Due to the presence of alcohol, candidate must be at least 21 years of age. Experience using 25Live/College Net scheduling software preferred. Higher education administrative experience preferred.

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins Universitys salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: .

Education and Experience Equivalency
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 Completing Studies
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.

Background Checks
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.

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

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