Sr. Events Coordinator

Working closely with Peabody leadership, Development and Alumni Relations, Marketing and Communications, and other departments, the Sr. Events Coordinator ensures that each event supports departmental goals and is tailored to the needs and interests of its intended audience. The successful candidate will be proactive, highly organized, and able to exercise sound judgment while building strong, collaborative relationships across the organization.

The Sr. Events Coordinator is responsible for overseeing events, meetings and other activities. Specific responsibilities include supporting the front-end meeting and event planning process. This role will plan, organize and execute events. Responsible for overall coordination of small to large scale events. This position works with leadership to understand departmental needs and tailor events accordingly.

On-Site Event Planning:

• Create event floor plan and room layout and supervise the execution of the physical appearance of the facility and the set-up.
• Utilize Cvent Event Diagramming, 25Live and/or other event planning system to share custom room layouts, enter room reservations, AV equipment and room setup.
• Provide direct support and coordination for meetings, seminars, conferences, retreats, events and activities throughout the facility.
• Ensure proper implementation of policies and procedures.
• Proactively collaborate with the operations staff (Facilities & Security) to ensure the integrity of the facility and overall comfort and safety of attendees at all meetings and events.
• 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.
• Identification of preferred vendors for catering. Work collaboratively with the Green Team to create green, "no-waste" events.
• Maintain preferred vendor list for departmental and student use.
• Submit Loading Dock Requests for external vendors.
• Provide guidance and direct event organizers on how and when to submit guest lists to the appropriate event space contacts.
• May work with security to identify day-of event security needs.
• Collaborate with Facilities leadership or staff to ensure porter coverage for events.
• May provide event signage, crowd control ropes, recycling and trash bins, ancillary items, as determined by event guidelines.
• Coordinate and manage deliveries of required materials and equipment for events.
• Coordinate with IT to identify technical needs for event and schedule accordingly.
• Collaborate with stakeholders and IT to drive continuous improvement.
• Coordinate with Johns Hopkin 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.
• Assign tasks & manage progress as project manager.
• Evaluate, and in some instances, develop detailed event run-of-show.
• 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.
• Share access to virtual event recordings post-event.
• Conduct briefings with external guest speakers in partnership with event host.
• 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.
• 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 new hire tours and visitor tours of the facility.
• Generate reports and invoices.
• Other duties as requested.

Minimum Qualifications

• High school diploma or graduation equivalent.
• Five 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.
• Administrative experience in higher education.
• Experience using 25 Live/College Net scheduling software

Technical qualifications or specialized certifications:

• Familiarity with Eventbrite, Social Tables and Bananatag or other related event platforms.
• Detailed knowledge of Zoom Meetings & Zoom Webinars with ability to oversee technical components of hosting events in the Zoom platform.
• Technical Skills and Expected Level of Proficiency:
  • Event Catering: Developing
  • Event Planning: Developing
  • Invoicing: Developing
  • Project Planning: Developing
  • Site Selection: Developing
  • Timelines: Developing
  • Vendor Contracts: Developing
  • Vendor Relationship Management: Developing

Specific physical requirements for the job:

• Ability to navigate event venues and oversee both indoor and outdoor on-site event logistics
• Occasionally lifting and carrying objects weighing 30 lbs. or less
• Occasionally pushing and pulling objects weighing 50 lbs. or less

Classified Title: Sr. Events Coordinator
Job Posting Title (Working Title): Sr. Events Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: Minimum: $42,510 - Maximum: $73,710 (targeted salary: $56,000; commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday, 8:30am - 5pm
FLSA Status: Non-Exempt
Location: Peabody Institute
Department name: 10001008-Development
Personnel area: Peabody

About Johns Hopkins University

The Johns Hopkins University (JHU) was founded in 1876 as the nation's first research university, dedicated to bringing the benefits of discovery to the world. JHU is the largest private employer in Baltimore and Maryland, making a large economic impact in the city and state. We enroll more than 30,000 full- and part-time students across ten academic divisions, offering in-person and remote learning in over 400 programs. Not only are we located in Baltimore, but we also have a presence in Washington, D.C.