"Program and Events Manager (SOM Office of the Dean)"

The Office of Diversity, Inclusion and Health Equity is seeking a Program and Events Manager to independently develop and implement programs, manage event logistics, partner with vendors, and proactively execute project plans. The ideal candidate will have experience in community engagement, community partnerships, belonging and inclusion, and student affairs at the graduate and MD level.

The Program and Events Manager will shape the strategic direction of on-site events and related digital engagement. This role supports high-level national and local events with widespread attendance and complex planning logistics. This position will lead a team to plan, manage, and execute all aspects of virtual and in-person events for a division, department, or center.

Specific Duties & Responsibilities

Events Strategy, Budgeting and Engagement

• Develop an events strategy and categorization of events, with accompanying goals, staffing and workflow plans, aligned with the agreed-upon strategic goals and priorities of the designated area.
• Prepare and oversee annual budget projections for events and share with leadership.
• Develop and maintain an annual events calendar.
• Collaborate and partner with other university offices and external partners to plan, coordinate and execute events.
• Establish relationships, liaise, and work effectively with external and internal constituencies to successfully develop and execute events.
• Manage external vendor relationships to support virtual and in-person events.

Events/Project Management

• Serve as the project manager for all events.
• Develop and enforce production timelines; distribute comprehensive event plans including logistical coordination to ensure that events are executed to the highest degree of excellence, accuracy, professionalism, and customer service.
• Manage and coordinate the division/department/center events team which may include events staff, campus operations, marketing and communications, IT, student affairs, and other stakeholders.
• Track events throughout each fiscal year, exercising independent judgment to advance event planning as appropriate throughout the year.
• Work with the Marketing & Communications team on the promotion of events.
• Coordinate with the appropriate teams on the technology needs to support virtual and in-person events
• Work with stakeholders to collect all content needed for events. Serve as project manager and work with design team or external designers on content creation and development of promotional materials for events, including invitations, collateral materials, and printed programs.
• Maintain continuity and consistency of the university/school brand.
• Independently monitor that events are being executed according to the preapproved budget and plans.

Digital Events & Production

• Stay current on industry software, e.g. Social Tables, InitLive, Formstack, Eventbrite, Cvent, and Boomset to improve event planning processes.
• Network with company representatives and Hopkins employees utilizing these programs and make implementation recommendations where relevant to meet needs.
• Train colleagues and stakeholders on platforms to help enhance their digital event planning experiences.
• Use software such as Teams, Zoom, and IBM Player to facilitate virtual events including live-streaming programming, podcasts, and other externally facing broadcasts.
• Oversee analysis of engagement metrics for events.

Vendor Relationships

• Create budgets, negotiate and administer contracts with local vendors.
• Work directly and effectively with vendors, e.g. printers, caterers, A/V, suppliers, mailing houses, photographers, florists, and restaurants
• Conduct site visits of venues.
• Finalize event arrangements by conducting walk-through with host, caterer, and other vendors as required.
• Determine necessary venue preparation, catering schedule, rental drop-off/pick-up, entertainment, decor, parking and public safety, communications, multimedia needs, equipment needs, and related issues.

Scheduling & Communication

• Collaborate with appropriate teams regarding needed equipment and tentative setups.
• Communicate event needs to custodial operations.
• Assist clients with questions and concerns regarding space reservations, equipment needed, and related processes.
• Oversee the RSVP tracking and confirmation process.
• Recruit, select, and direct volunteers at events.
• Manage event registration.
• Troubleshoot issues as they arise during events.
• Supervise event load-out and cleanup.

Strategic Planning for Off-Campus Events

• Analyze and evaluate new property prospects for event rental
• Analyze potential client value and attractiveness, space concerns and constraints, security needs, vendor access, health and safety risks.
• Provide expert advice on management of large-scale event programs, including vendor and client contractual recommendations and considerations.
• Other duties as assigned.

In addition to the duties described above

• Plan and execute events that advance diversity, inclusion, and belonging initiatives.
• Collaborate effectively with diverse stakeholders (faculty, students, staff, and community partners) to support institutional D&I priorities.
• Plan, organize, and execute a variety of events, ranging from social gatherings to educational conferences.
• Develop communications and materials that reflect inclusive language and practices.
• Utilize strong communication and design skills to create engaging event materials and promotional content independently, reducing reliance on external design teams.
• Apply strong organizational and problem-solving skills to support complex, multi-stakeholder initiatives

Specific physical requirements for the job

• Ability to navigate event venues and oversee both indoor and outdoor on-site event logistics.

Minimum Qualifications

• Bachelor's Degree.
• Five years of related experience with political, historic, education or cultural venue events sales and/or management.
• Additional education may substitute for required experience and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Experience planning and executing events that advance diversity, inclusion, and belonging initiatives.
• Experience in community engagement, community partnerships, belonging and inclusion, and student affairs (graduate and MD).
• Experience planning and managing large-scale and complex national events.
• A minimum of three years of experience in technical production for large-scale events.
• A minimum of two years of management experience.
• Event management experience in an academic or nonprofit setting.
• A professional events certification through the CIC or PCMA.

Technical Qualifications or Specialized Certifications

• CMP (Certified Meeting Professional) through the Convention and Industry Council (CIC)
• CMM (Certified Meeting Manager) through the Convention and Industry Council (CIC)
• DES (Digital Event Strategist) through Professional Convention Management Association (PCMA)

Technical Skills & Expected Level of Proficiency

• Budgeting - Advanced
• Event Planning - Advanced
• Guest Relations - Advanced
• Invoicing - Intermediate
• Menu Planning - Advanced
• Public Relations - Advanced
• Strategic Communications - Advanced
• Vendor Management - Advanced
• Vendor Relationship Management - Advanced

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

Job Details

Classified Title: Events Manager
Job Posting Title (Working Title): Program and Events Manager (SOM Office of the Dean)
Role/Level/Range: ATP/04/PD
Starting Salary Range: $62,900 - $110,100 Annually ($95,000 targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: Monday - Friday 8:30 AM - 5:00 PM
FLSA Status: Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM Admin Exec Off Gen Administration
Personnel area: School of Medicine