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Sr. Special Events Coordinator (Scheduling & Event Services)
Job Overview
Employment Type
Full-time
Compensation
Hourly
Range $21.25 - $36.90
Work Schedule
Standard Hours
Flexible
Weekend Shifts
Benefits
Health Insurance
Dental Insurance
Paid Time Off
Retirement Plan
Life insurance
Disability insurance
Tuition Assistance
Job Description
Johns Hopkins University (JHU), located in Baltimore, MD, is a prestigious institution renowned worldwide for its dedication to excellence in education, research, and community engagement. As a leading private research university, JHU offers a wide range of programs and services designed to nurture student development and foster an inclusive academic environment. Within the university's multifaceted campus, the division of Student Affairs plays a pivotal role in supporting the student experience by providing critical services including scheduling and event management across its campuses. Positioned on the Homewood Campus, Scheduling & Event Services delivers comprehensive logistical coordination and professional meeting support throughout... Show More
Job Requirements
- High school diploma required
- 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
- able to maintain a flexible schedule based on event support varying from 7 am – 3:30 pm or 10 am – 6:30 pm, weekend hours occasionally required for event support
- hybrid work modality after successful onboarding and training of systems and processes within the first 6 months
Job Qualifications
- High school diploma required, bachelor’s degree preferred, demonstrate 2-3 years of successful experience in event planning or coordination, two years of related audiovisual and technology experience preferred, strong interpersonal, organizational, and problem-solving skills, excellent verbal and written communication skills, ability to establish effective working relationships with a diverse population of guests, excellent organization and attention to detail, ability to handle a large volume of events simultaneously on a weekly basis, computer skills including adaptability to conference programming software and presentation technology, knowledge of hospitality and event management principles and practices
Job Duties
- Coordinate, verify, and finalize various services as applicable for internal and external clients, develop setup diagrams using event software for all events and communicate them to service providers, develop format and coordinate weekly broad large planning meetings with campus service providers and various clients hosting large events or meetings in event spaces, develop Banquet Event Orders (BEOs) for student organizations and department events, collect catering licenses and food waiver forms as applicable, develop the signage needed for the event (indoor room signage, parking signage, etc.), communicate information with accuracy to clients and all service providers, coordinate the weekly door schedule based on building events, coordinate setup diagrams used for space turnovers with custodial and facilities, greet and do a final room check with the on-site person for external groups, provide on-site support one hour before and through the start of the event, responsible for developing, maintaining, and updating all coordinator communication templates to communicate with clients, participate in hosting office presentations for services provided, maintain communication with summer coordinators to determine services needed and communicate with university departments and vendors to secure these services, serve as liaison to vendors and hotels to monitor event timelines and troubleshoot to assure good customer service, analyze coordination procedures and processes for meetings and events and recommend new systems or revisions to established procedures as necessary, assist with mentoring and training summer event planning interns with coordinating events and train student ambassadors on technology and event logistics support at the start of each semester, oversee and maintain programming and daily event room signage for the new digital signage in Scott-Bates Commons, consult, order, and obtain estimates on equipment for more complex events and act as liaison with 3rd party vendors for special equipment not provided in-house, manage audiovisual and technical training for student ambassadors and professional staff, responsible for staying current on best practices regarding new AV equipment/features and potential technology for current and future event trends, provide on-call support to event ambassadors for events with technology issues
Job Criteria
Experience
Mid Level (3-7 years)
Job Location
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