Special Events Coordinator (Office of Undergraduate Admissions)

Johns Hopkins University; Baltimore (MD); Hybrid; USD 55,000 - 62,000; Full time

Job summary

Johns Hopkins University seeks a Special Events Coordinator to support on-campus recruitment and manage both in-person and virtual programming. The role coordinates with the Senior Assistant Director and Director of Recruitment on multiple events, ensuring smooth execution and strong participant experience.

The ideal candidate will be highly organized, detail-oriented, and able to manage complex schedules across departments, including travel for fly-ins and weekend/evening hours when needed.

Qualifications

• Demonstrated interpersonal, organizational, and problem-solving skills required.
• Excellent verbal and written communication skills required.
• Strong attention to detail is essential.
• Some travel possible.
• Some weekend and evening hours required.
• Previous experience with CRM and project management software preferred.

Responsibilities

• Create/maintain internal communications and tracking mechanisms for event information collection.
• Coordinate virtual events with the Director and Senior Assistant Director, including outreach populations.
• Add events in SLATE, create Zoom links, develop event guides, and coordinate staff schedules.
• Develop Zoom best practices by establishing a calendar and training staff and students.
• Collaborate with teams across the office on programming for families, school counselors, educators, etc.
• Coordinate Access Advisory Board events and travel for participants.
• Arrange travel for prospective/admitted students and families for fly-ins with World Travel/JHU agents.
• Serve as manager-on-call for select events and provide cross-training with Visitor Center teams.
• Manage inboxes for relevant programs.

Skills

Interpersonal skills

Organizational skills

Problem solving

Verbal communication

Written communication

Attention to detail

Travel

Weekend hours

CRM experience

Project management software

Education

Bachelor's degree

Three years of related experience

Tools

CRM software

Project management software

Job description

We are seeking a Special Events Coordinator who will support the Senior Assistant Director, On-campus Recruitment in all on-campus and virtual event programming. Additionally, this position coordinates with teams across the office to execute programming for various constituents (families, school counselors, educators, etc) as well as prospective and admitted student fly-ins.

Specific Duties & Responsibilities

The position is responsible for

• Creation/maintenance of internal communications and tracking mechanisms for event information collection.
• Working with the Director of Recruitment and the Senior Assistant Director on all virtual events. Will coordinate virtual programs for prospective and admitted students, including several outreach populations.
• For virtual events, adding events in SLATE, creating Zoom links, developing event guides, creating slide shows, and working with the Visitor Center Lead to establish a staff and student schedule.
• Developing Zoom best practices by establishing a calendar and training staff and students.
• Collaborating with teams across the office on programming for various constituents (families, school counselors, educators, etc)
• Coordination and logistics for Access Advisory Board events, including travel for participants.
• Organize travel arrangements for prospective and admitted students and their family members (as needed) participating in various fly-in programs in concordance with World Travel and JHU travel agents.
• Serve as manager-on-call for select events or programs within events, as determined in concert with the Senior Assistant Director of On-campus Recruitment.
• Cross-trained with visitor center team to support phone lines, front desk, and other daily events as needed.
• Inbox management for relevant programs.

The ideal candidate will

• Think creatively and strategically.
• Maintain a calm temperament, even under pressure.
• Be highly detail-oriented.
• Be flexible and an active problem solver, both in event logistics and event-related staffing issues.
• Be able to manage complex relationships in a dynamic environment--across departments and across campus.
• Be comfortable collaborating, cooperating, and leading teammates across the entire Office of Undergraduate Admissions.
• Understand the role successful events play in the success of the office as a whole
• Provide exceptional customer service.
• Care deeply about the university and its mission

Special Knowledge, Skills, or Abilities

• Demonstrated interpersonal, organizational, and problem-solving skills required.
• Excellent verbal and written communication skills required.
• Strong attention to detail is essential.
• Some travel possible.
• Some weekend and evening hours required.
• Previous experience with CRM and project management software preferred.

Additional Requirements

• Must be able to stand for at least 3 hours at a time and have the ability to lift and carry boxes weighing up to 25 pounds.

Minimum Qualifications

• High school diploma or graduation equivalent.
• Three years of related experience.
• Experience in coordinating events in a higher education or comparable setting.
• Due to alcohol service at some events, must be at least 21 years of age.
• Additional education may substitute for required experience to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• A bachelor's Degree is strongly preferred.
• Previous work experience in running large student-oriented events such as Freshmen Orientation at a college or university of Johns Hopkins caliber is strongly preferred.

Classified Title: Events Coordinator

Job Posting Title (Working Title):Special Events Coordinator (Office of Undergraduate Admissions)

Role/Level/Range: ATO 37.5/02/OE

Starting Salary Range: $18.65 - $34.75 HRLY ($55,000 - $62,000 targeted; Commensurate w/exp.)

Employee group: Full Time

Schedule: Mon - Fri / 09:00am - 05:00pm (some nights and weekends required)

FLSA Status:Non-Exempt

Location: Hybrid/Homewood Campus

Department name: Undergraduate Admissions

Personnel area: University Student Services