Special Events Coordinator 116946
Special Events Coordinator 116946
Employer Active
Job Alert
You will be updated with latest job alerts via email
Share
Job Alert
You will be updated with latest job alerts via email
Job Description
We are seeking a Special Events Coordinator who will oversee and coordinate all logistical aspects for a diverse range of events for the Johns Hopkins Sheridan Libraries and University Museums. This role involves managing both small and largescale events including advisory board meetings Directors Circle events exhibition receptions luncheons dinners lecture receptions Deans Office events and more. The Special Events Coordinator reports to the Director of Private Events.
Specific Duties & Responsibilities
Event Coordination and Planning 90
- Manages all logistical details of events from planning through including site selection space reservations vendor selection and management floor plans timelines catering transportation A/V setup signage setup and other eventrelated logistics.
- Plans and directs production timeline for events and ensure all details are carried out in a timely manner and deadlines are met.
- Works with stakeholders throughout the division to keep tasks and deadlines on track.
- Oversees onsite event management to ensure smooth operations from loadin through loadout managing vendors and timelines effectively.
- Develops and maintains runofshow timelines and ensure coordination with stakeholders such as guest speakers curators and development staff.
- Projects and anticipates needs for dayof event and ensure all colleagues and team members have the materials they require to successfully execute events.
- Negotiates reviews and administers contracts with vendors including caterers bartenders A/V technicians photographers and florists. Conducts a thorough selection process to ensure quality and costeffectiveness.
- Develops and maintains a preferred vendor list and propose new vendors as needed. Creates RFPs to secure competitive contracts and negotiates master vendor agreements to streamline the planning process.
- Arranges and contracts for transportation for staff faculty and guests as needed.
- Consistently manages multiple events and priorities in a calm and professional manner.
- Administers event budgets monitors expenditures and prepares financial reports. Seeks creative solutions to reduce costs and assist with the reconciliation of event expenses.
- Provides support to internal customers in the design and evaluation of small and large events and meetings.
- Facilitates postevent evaluations to assess success and identifies areas for improvement.
- Implements changes to enhance future event planning processes.
- Confirms and secures presenters speakers volunteers.
- Manages space reservations for MSE Library event space.
- Performs additional responsibilities as assigned to support the goals of the Johns Hopkins Sheridan Libraries and University Museums.
- Must be able to work outside of regular business hours when necessary.
Administrative Support 10
- Provides information annually and as needed to support departmental reports.
- Responsible for assisting in the preparation forecasting and monitoring of annual budget.
- Crosstrains and supports Private Events colleagues with inquiries tours and client management as needed.
Special Knowledge Skills and Abilities
- Excellent communication skills including writing proof reading skills and speaking.
- Excellent interpersonal skills with a high degree of professionalism.
- Highly organized and detail oriented in order to manage multiple events simultaneously and meet deadlines.
- Ability to work independently represent the University professionally and use sound judgement to address unexpected situations.
- A commitment to outstanding customer service.
- Solid computer skills (Microsoft Suite Google Suite Adobe and WordPress).
Work Environment
- The candidate during work activities will be subject to both internal and external environmental conditions.
- Activities occur inside and outside including in inclement weather.
Additional Information
- Position must be available to travel for occasional events outside of Baltimore.
- Although regular midday hours will be established Monday through Friday the position is expected to work evening or weekends when events are scheduled.
Minimum Qualifications
- High School Diploma or graduation equivalent.
- Three years of related experience.
- Additional education may substitute for experience to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
- Bachelors Degree.
- Experience with highquality event planning and management hospitality public relations and/or arts entertainment or other related field.
- Experience with higher education or museum environments.
Classified Title: Special Events Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $18.20 $33.90 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: MF 8:30am5pm
Exempt Status:NonExempt
Location:Hybrid/Homewood Campus
Department name: Private Events
Personnel area: Libraries
Required Experience:
IC
Employment Type
Temp
