"Special Events Coordinator"

The Special Events Coordinator is responsible for supporting events, meetings, and other activities hosted by the university. Under guidance and supervision, this role will plan, organize, and execute various aspects and logistics of special events or programs.

Key responsibilities:

On-Site Event Planning:

• Provide direct support and coordination for meetings, seminars, conferences, retreats, events, and activities
• Ensure proper implementation of policies and procedures
• May proactively collaborate with the operations staff (Facilities & Security) to ensure the integrity of the facility and overall comfort and safety of attendees at meetings and events
• Submit organizer needs, including room setup and AV requirements. Ensure that details are shared with Information Technology and Operations ( Facilities & Security) in a timely manner, including requests for staffing outside of normal business hours
• Collaborate with event organizers to manage logistics with vendors, including catering orders, event rentals, catering setup and clean up and certificate of insurances to ensure adherence to event space policies and guidelines
• Coordinate with Facilities staff to submit HVAC and housekeeping requests for events outside of normal business hours
• May identify preferred vendors for catering
• Work collaboratively with the Facilities team to create green, 'no waste' events
• May maintain a preferred vendor list for departmental and student organization use
• Submit Loading Dock Requests on behalf of event hosts, for external vendors
• Submit guest lists to Security, identifying security considerations in advance of event
• May provide event signage, crowd control sanctions, recycling and trash bins, ancillary items, as determined by event space guidelines
• May coordinate with Information Technology to identify technical needs for event and schedule accordingly
• May create and share custom room layouts, using Cvent Event Diagramming, 25Live and/or other event planning system
• May enter room reservations, AV equipment and room setup details in 25Live
• Oversee the development of the run-of-show document and other event requirements
• Track event attendance and attrition rates
• May coordinate with JH affiliates and external users to provide facility information, tours, and pricing on space rental and concierge their event needs
• May coordinate parking passes
• Prepare and process room rental and parking invoices

Virtual Event Support:

• Ensure virtual and hybrid event reservations are consistently entered into 25Live
• May assign tasks and manage progress as project manager
• Evaluate, and in some instances, develop detailed event run-of-show
• May consult with event hosts to implement comprehensive virtual event design strategy
• Manage virtual event platform for VIP events
• Research current virtual and hybrid event trends
• Maintain technical knowledge of Zoom Meetings and Zoom Webinar, remaining up to date on current updates and expected changes
• Collaborate with Marketing & Communications to design event microsite and/or landing page, accounting for event templates and registration needs, virtual backgrounds, and other branding materials
• May share access to virtual event recordings post-event
• May conduct briefings with external guest speakers in partnership with event host
• May oversee event tech dry run/rehearsal with event host
• Train event hosts on proper use of virtual and hybrid event platform, with primary focus on Zoom Meetings and Zoom Webinar, if needed
• Evaluate training process and customer satisfaction
• Update best practices for virtual and hybrid events for continuous improvement
• Track event attendance and attrition rates

Administrative Duties:

• Conduct tours of the facility and event spaces
• Manage department email account
• Generate reports and invoices
• Assist members of the divisional leadership team with special projects and other general support details
• Perform other duties as assigned

In addition to the duties described above, the Special Events Coordinator will:

• Perform site selection, contract review, catering planning, management of AV and registration management
• Perform attendance and registration management at all events in Baltimore and DC - 15 year, planned by the University Events team
• Manage a variety of commencement activities and tasks including regalia ordering, inventory maintenance of supplies and signage, social media postings, hotel room blocks, website maintenance
• Oversee the commencement email inbox and responses

Minimum Qualifications

• High school diploma or graduation equivalent.
• Three years of related experience. Experience in coordinating events in a higher education or comparable setting. Due to alcohol service at some events, must be at least 21 years of age.
• Additional education may substitute for required experience and additional related experience may substitute for required education beyond high school diploma/ graduation equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Bachelor's degree
• Experience using 25Live/College Net scheduling software
• Administrative experience in higher education
• Microsoft Office (Excel, PowerPoint, Publisher, Word), MS Teams, Qualtrics, 25Live/College Net
• Familiarity with Eventbrite, Social Tables and Bananatag or other related software
• Detailed knowledge of Zoom Meetings & Zoom Webinar with ability to oversee technical components of hosting events in Zoom platform

Classified Title: Events Coordinator
Job Posting Title (Working Title): Special Events Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: Minimum: $35,490 - Maximum: $66,104 (targeted salary: $52,000; commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday, 8:30am-5:00pm
FLSA Status: Non-Exempt
Location: Mount Washington Campus
Department name: 10001635-Special Events
Personnel area: University Administration
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