Special Events Coordinator (Events Operations)

Arlington, VA, USA|Remote, Onsite

Job Overview

Employment Type

Full-time

Compensation

Type:

Hourly

Rate:

Range $22.00 - $32.00

Work Schedule

Standard Hours

Benefits

Health Insurance

Dental Insurance

Vision Insurance

Retirement Plan

Paid Time Off

Tuition Assistance

Employee wellness programs

Job Description

Johns Hopkins University (JHU) is a prestigious private research university known for its commitment to academic excellence, innovation, and community engagement. Located in Baltimore, Maryland, JHU is globally recognized for its contributions to education, medical research, and public health. Within its diverse range of departments and campuses, JHU provides a vibrant environment for professional growth and learning, supported by a culture that emphasizes diversity, equity, and inclusion. The university offers its employees an extensive benefits package that supports health, career development, and overall well-being, reflecting its dedication to fostering a supportive workplace. This position of Events Coordinator is classified under... Show More

Job Requirements

High school diploma or graduation equivalent
Three years related experience
Experience in managing events in a higher education setting
Must be at least 21 years of age
Additional education may substitute for required experience and vice versa according to JHU equivalency formula

Job Qualifications

High school diploma or graduation equivalent
Three years related experience
Experience in managing events in a higher education setting
Proficiency in Microsoft Office including Excel, Outlook, PowerPoint, Publisher and Word
Proficiency in MS Teams, Qualtrics, and 25Live/College Net
Familiarity with Eventbrite, Social Tables and SAP
Detailed knowledge of Zoom Meetings and Zoom Webinar platforms
Experience using 25Live/College Net scheduling software
Higher education administrative experience
Three plus years of progressively responsible event management experience

Job Duties

Provide direct support and coordination for meetings, seminars, conferences, retreats, events and activities throughout the facility
Ensure proper implementation of policies and procedures
Collaborate proactively with the Operations staff including Facilities and Security to ensure safety and comfort of attendees
Submit event staffing needs to Information Technology and Operations in a timely manner including requests outside of normal business hours
Coordinate with Facilities staff to submit HVAC and housekeeping requests for events outside of normal business hours
Concierge catering orders, bartending license, certificate of insurance, catering set-up and clean-up
Identify preferred vendors for catering and create green, no-waste events
Submit Loading Dock Requests for external vendors
Submit guest lists to Security identifying security considerations
Provide event signage, crowd control stanchions, recycling and trash bins and ancillary items
Coordinate with Information Technology to identify technical needs and schedule accordingly
Create and share custom room layouts using event planning systems
Enter room reservations, AV equipment, and room setup details in scheduling software
Develop run-of-show briefings and other event requirement documents
Track event attendance and attrition rates
Coordinate with JH affiliates and external users to provide facility information, tours and pricing
Coordinate parking passes and process room rental and parking invoices
Ensure virtual and hybrid event reservations are entered into scheduling systems
Assign tasks and manage progress as project manager
Develop detailed event run-of-show for virtual events
Consult with event hosts on 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 Webinar platforms
Collaborate with Marketing to design event microsites and landing pages
Share access to virtual event recordings post-event
Conduct briefings with guest speakers
Oversee event tech dry run and rehearsal
Train event hosts on virtual and hybrid platform use
Evaluate training and customer satisfaction
Update best practices for virtual and hybrid events
Conduct tours of the facility and event spaces
Manage department email account
Generate reports and invoices
Assist divisional leadership team with special projects
Perform other duties as assigned

Job Qualifications

Experience

Mid Level (3-7 years)

Job Location

We didn't receive the exact location for this job posting,

please contact the employer.

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