Special Events Coordinator

Special Events Coordinator

We are seeking an Events Coordinator who will be responsible for supporting events, meetings and other activities hosted by JHU. Under guidance and supervision, this role will plan, organize and execute various aspects and logistics of special events or programs.

Specific Duties & Responsibilities

On-Site Event Planning

• Provide direct support and coordination for meetings, seminars, conferences, retreats, events and activities throughout the facility.
• May 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 all meetings and events.
• Submit event staffing needs to Information Technology and Operations (Facilities & Security) in a timely manner, including requests for staffing outside of normal business hours.
• Coordinate with Facilities staff to submit HVAC and housekeeping requests for events outside of normal business hours.
• May concierge catering orders, bartending license, certificate of insurance, catering set-up and clean-up.
• May identify preferred vendors for catering. Work collaboratively with the Facilities team to create green, "no-waste" events.
• Submit Loading Dock Requests (LDRs) on behalf of event hosts, for external vendors.
• Submit guest lists to Security, identifying Security considerations in advance of event.

Provide event signage, crowd control stanchions, recycling and trash bins, ancillary items.

• 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.
• Develop run-of-show briefings 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.
• 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 & 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.
• 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.
• 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.
• 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.
• May generate reports and invoices
• Assists other members of the divisional leadership team with special projects and other general support details.
• Perform other duties as assigned.

Minimum Qualifications

• High School Diploma or graduation equivalent.
• Three years related experience.
• Experience in managing events in a higher education setting.
• Due to the presence of alcohol at some events, the candidate 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 HS Diploma/Graduation Equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Proficiency in Microsoft Office (Excel, Outlook, PowerPoint, Publisher, Word), MS Teams, Qualtrics,25Live/College Net.
• Familiarity with Eventbrite, Social Tables and SAP.
• Detailed knowledge of Zoom Meetings & Zoom Webinar with ability to oversee technical components of hosting events in Zoom platform.
• Experience using 25Live/College Net scheduling software.
• Higher education administrative experience.
• 3+ years of progressively responsible event management experience.