This essential position serves as coordinator and event planner for all services provided for the Summer Conference and Meeting Management programs in Scheduling & Events. The position supports the usage and events for student organizations, departments, and external events held on campus. This position coordinates all on campus logistics for events including, parking, catering, signage, room setup and diagrams, classroom usage, av equipment and support, etc. This person is required to be on-site for events to troubleshoot issues and provide on-site assistance for events and guests providing excellent customer service at all times.
Essential Job Functions:
Coordinate, verify and finalize services as applicable (i.e., catering, parking, telecommunications, security, and labor)
Develop setup diagram using event software for all events and communicate out to service providers
Develop BEOs for student organizations and department events
Collect advertisements, email blasts, website flyers and other material prior to being published to be reviewed by Director for approval
Collect catering licenses and food waiver forms if applicable
Develop signage needed for the event (signage for parking)
Communicate pertinent information with clients and all service providers
Coordinate weekly door schedule based on events in the building
Weekly meeting with service providers
Communicating setup diagrams and setup turnovers with custodial and facilities
Greet and do final room check with on-site person for external groups
Provide on-site support one hour prior and through start of event, be on-call & available by phone for external groups
Collect invoices from internal and external service providers to provide for billing and confirming final charges for final and post invoices.
Maintains communication with coordinators to determine services needed and communicates with university departments and vendors to secure these services. The Recreation Center, Library and Parking services are coordinated for the summer groups through Scheduling & Events as well.
Serves as liaison to vendors and hotels to monitor event timelines and to troubleshoot to assure good customer service. This entails traveling off-site at times and taking on-site responsibility for conference operations and off-site event management.
Analyses coordination procedures and processes for meetings and events to recommend new systems or revisions of established procedures as necessary.
High School Diploma required, two years of college preferred
Demonstrate 2-3 years of successful experience in event planning or coordination. Additional education may substitute for experience.
Knowledge, Skills, or Abilities:
Computer skills including adaptability to conference programming software and presentation technology is beneficial.
Knowledge of hospitality and event management principles and practices
Demonstrated interpersonal, organizational, and problem solving skills, as well as excellent verbal and written communications skills are required.
Ability to establish effective working relationships with a diverse population of guests
NOTE: Work schedule: 8:30am-5pm, weekend hours are sometimes required for event support, flex schedule as needed based on event support
Role/Level/Range: ATO/02/OE Starting Salary Range: $16.91-$23.25 per hour Employee group: Full time Schedule: M-F, 8:30am – 5:00pm Employee subgroup: Non Exempt Location: Baltimore, MD Department name: Scheduling and Event Services Personnel area: Homewood Student Affairs
The successful candidate(s) for this position will be subject to a pre-employment background check.
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at email@example.com. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
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Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.