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Program and Events Manager (SOM Office of the Dean)
Job Overview
Employment Type
Full-time
Compensation
Salary
Range $62,900.00 - $110,100.00
Work Schedule
Standard Hours
Benefits
Health Insurance
Dental Insurance
Paid Time Off
Retirement Plan
flexible schedule
Professional Development
hybrid work environment
Job Description
The Office of Diversity, Inclusion and Health Equity at the School of Medicine is a dedicated entity focused on fostering an inclusive, equitable, and welcoming environment that supports diversity and health equity across the academic, staff, and student communities. This office plays a pivotal role in advancing institutional priorities related to diversity and ensuring that all members of the community feel a sense of belonging and inclusion. The School of Medicine itself is a leading academic and research institution committed to excellence in medical education, patient care, and groundbreaking research that transforms healthcare practices nationwide.
Within this dynamic and impactful... Show More
Within this dynamic and impactful... Show More
Job Requirements
- 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
Job 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
- 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
Job Duties
- Develop an events strategy and categorization of events with accompanying goals staffing and workflow plans
- 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
- 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 and 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
- 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
- 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
- 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
- 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
- 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 and 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
- Navigate event venues and oversee both indoor and outdoor on site event logistics
Job Qualifications
Experience
Mid Level (3-7 years)
Job Location
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