Events Coordinator

MedStar Health; Baltimore (MD); On-site; Full time

Job summary

A leading company in healthcare is seeking an Events Coordinator to manage logistics for events and meetings at JHU Carey Business School. The successful candidate will ensure efficient planning and execution of a variety of events while collaborating with multiple teams to optimize event success. This full-time role requires a blend of organizational skills, creativity, and attention to detail in a dynamic environment.

Qualifications

• Minimum of three years event management experience.
• Experience in a higher education setting preferred.
• Ability to navigate event venues and oversee logistics.

Responsibilities

• Coordinate and manage on-site and virtual events.
• Support the planning and execution of meetings and logistics.
• Collaborate with teams to ensure event success.

Skills

Event Management

Communication

Project Planning

Education

High School Diploma

Bachelor's Degree

Tools

Microsoft Office Suite

Zoom Meetings & Webinar

25Live/College Net

Job description

We are seeking a Events Coordinator who will be responsible for managing events, meetings, and other activities hosted by the JHU Carey Business School. Responsibilities include supporting the front-end meeting and event planning process on behalf of Event Planning & Space Management, within Campus operations with minimal supervision. This position is based in Harbor East with occasional travel required to the Hopkins Bloomberg Center in Washington, D.C.

The Events Coordinator 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

• The responsibilities listed below are typical examples of the work performed by this position.
• Not all duties assigned to this position are included, nor is it expected that everyone in this position will be assigned every job responsibility.

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.
• May create implementation of preferred vendor list for departmental and student organization use.
• 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.
• Maintain technical knowledge of Zoom Meetings and Zoom Webinar, remaining up to date on current updates and expected changes.
• 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.

Supplemental Info:

• Update preferred vendor list for departmental and event host use
• Enter guests in Envoy, the guest list management software system in Harbor East
• Create parking codes for JHU affiliate rentals

Technical Qualifications or Specialized Certifications

• Microsoft Office (Excel, Outlook, PowerPoint, Publisher, Word), MS Teams, Qualtrics,25Live/College Net.
• Familiarity with Eventbrite, Social Tables and Bananatag.
• Detailed knowledge of Zoom Meetings & Zoom Webinar with ability to oversee technical components of hosting events in Zoom platform.

Technical Skills and Expected Level of Proficiency

• Event Catering: Awareness
• Invoicing: Awareness
• Project Planning: Awareness
• Site Selection: Awareness
• Timelines: Awareness
• Vendor Contracts: Awareness

Physical Requirements

• Ability to navigate event venues and oversee both indoor and outdoor on-site event logistics.

Minimum Qualifications

• High School Diploma or graduation equivalent.
• Three years related experience. Additional education may substitute for required experience.

• Experience in managing events in a higher education setting.

• Due to the presence of alcohol, 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

• Bachelor's Degree.
• Experience using 25Live/College Net scheduling software.
• Higher education administrative experience.
• Three plus years of progressively responsible event management experience.

Classified Title: Special Events Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $18.20 - $33.90 HRLY ($55,000 Targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: M-F 8:30 - 5pm
FLSA Status:Non-Exempt
Location: JH at Harbor East
Department name: Operations
Personnel area: Carey Business School

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University's salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/.

Education and Experience Equivalency
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

Applicants Completing Studies
Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

Background Checks
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

Diversity and Inclusion
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

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.

EEOis the Law
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

Accommodation Information
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 Talent Acquisition Office at [e-mail]. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/.

Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine.The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry.This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending upon campus. Your recruiter will advise accordingly.
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.