Inside Higher Ed
Special Events Coordinator (Events Operations)
Inside Higher Ed, Washington, District of Columbia, us, 20022
Overview
Special Events Coordinator (Events Operations) who will support events, meetings and other activities hosted by Johns Hopkins University. Under guidance and supervision, this role will plan, organize and execute various aspects and logistics of special events or programs. Responsibilities
Provide direct support and coordination for meetings, seminars, conferences, retreats, events and activities throughout the facility. Ensure proper implementation of policies and procedures. 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. Concierge catering orders, manage licensing and insurance requirements, catering setup and clean-up as needed. Identify and work with preferred vendors for catering. Collaborate with Facilities to create green, "no-waste" events and implement a preferred vendor list for departmental and student organizations. Submit Loading Dock Requests (LDRs) on behalf of event hosts for external vendors. Submit guest lists to Security and identify Security considerations in advance of events. Provide event signage, crowd control stanchions, recycling and trash bins, and other ancillary items. Coordinate with Information Technology to identify technical needs for events and schedule accordingly. May create and share custom room layouts using scheduling tools (e.g., 25Live, 25Live/CollegeNet) and enter room reservations, AV equipment and room setup details. Develop run-of-show briefings and other event requirements. Track event attendance and attrition rates. Coordinate with JH affiliates and external users to provide facility information, tours and pricing on space rental and concierge services. Coordinate parking passes and prepare and process room rental and parking invoices. Virtual Event Support
Ensure virtual and hybrid event reservations are consistently entered into scheduling systems (e.g., 25Live). May assign tasks and manage progress as project manager. Evaluate and, where applicable, develop detailed event run-of-show. Consult with event hosts to implement virtual event design strategies; manage virtual event platforms for VIP events. Research current virtual and hybrid event trends; maintain knowledge of Zoom Meetings and Zoom Webinar. Collaborate with Marketing & Communications to design event microsites or landing pages, registration needs, virtual backgrounds, and branding materials. Share access to virtual event recordings post-event; conduct briefings with external speakers in partnership with event host; oversee tech dry runs/rehearsals. Train event hosts on proper use of virtual/hybrid platforms, focusing on Zoom Meetings and Zoom Webinar; evaluate training and customer satisfaction; update best practices. 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. Assist other members of the divisional leadership team with special projects and general support. 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. Equal Opportunity Employer: All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
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Special Events Coordinator (Events Operations) who will support events, meetings and other activities hosted by Johns Hopkins University. Under guidance and supervision, this role will plan, organize and execute various aspects and logistics of special events or programs. Responsibilities
Provide direct support and coordination for meetings, seminars, conferences, retreats, events and activities throughout the facility. Ensure proper implementation of policies and procedures. 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. Concierge catering orders, manage licensing and insurance requirements, catering setup and clean-up as needed. Identify and work with preferred vendors for catering. Collaborate with Facilities to create green, "no-waste" events and implement a preferred vendor list for departmental and student organizations. Submit Loading Dock Requests (LDRs) on behalf of event hosts for external vendors. Submit guest lists to Security and identify Security considerations in advance of events. Provide event signage, crowd control stanchions, recycling and trash bins, and other ancillary items. Coordinate with Information Technology to identify technical needs for events and schedule accordingly. May create and share custom room layouts using scheduling tools (e.g., 25Live, 25Live/CollegeNet) and enter room reservations, AV equipment and room setup details. Develop run-of-show briefings and other event requirements. Track event attendance and attrition rates. Coordinate with JH affiliates and external users to provide facility information, tours and pricing on space rental and concierge services. Coordinate parking passes and prepare and process room rental and parking invoices. Virtual Event Support
Ensure virtual and hybrid event reservations are consistently entered into scheduling systems (e.g., 25Live). May assign tasks and manage progress as project manager. Evaluate and, where applicable, develop detailed event run-of-show. Consult with event hosts to implement virtual event design strategies; manage virtual event platforms for VIP events. Research current virtual and hybrid event trends; maintain knowledge of Zoom Meetings and Zoom Webinar. Collaborate with Marketing & Communications to design event microsites or landing pages, registration needs, virtual backgrounds, and branding materials. Share access to virtual event recordings post-event; conduct briefings with external speakers in partnership with event host; oversee tech dry runs/rehearsals. Train event hosts on proper use of virtual/hybrid platforms, focusing on Zoom Meetings and Zoom Webinar; evaluate training and customer satisfaction; update best practices. 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. Assist other members of the divisional leadership team with special projects and general support. 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. Equal Opportunity Employer: All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
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