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Johns Hopkins Carey Business School is seeking an **_Events Administrator - DC._** This position is responsible for supporting all academic and programmatic events, meetings, academic conferences, special events, and other activities for both internal and external JHU clients at both the Harbor East and DC locations of the Carey Business School. The Events Administrator will oversee all location scheduling and resource allocation within the 25Live event management database for event requirements, resources, catering needs, time constraints, etc. to ensure proper use of facility and to eliminate redundancies. This person is able to efficiently execute the roles and responsibilities of this position with minimal supervision and may serve as a mentor to fellow team members. This position is based in DC, with occasional travel to Baltimore, Harbor East.

This role is responsible for overseeing events, meetings and other activities. Specific responsibilities include supporting the front-end meeting and event planning process. Additionally, the Events Administrator will be responsible for supervision of the physical appearance of the facility and the set-up of tables, chairs, stages, fixtures, and ancillary needs either individually or with assistance from the porter staff.

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.

+ Ensure both planned and spontaneous events are properly organized, understood and ultimately articulated into an event outcome that is responsive to space, atmosphere, logistical and aesthetic requirements.

_On-Site Event Planning_

+ Direct support and coordination for meetings, seminars, conferences, retreats, events and activities throughout the facility.

+ Proactively collaborate with the Director of Operations and Facilities to ensure integrity of facility and overall comfort and safety of attendees at all meetings and events.

+ Concierge catering orders, bartending license, certificate of insurance, catering set up and clean up.

+ Identification of preferred vendors for catering. Work collaboratively with the Green Team to create green, “no-waste” events.

+ Institution of preferred vendor list for departmental and student use.

+ Submit Loading Dock Requests for external vendors.

+ Submit Guest Lists to security, identify security needs day-of event.

+ Collaboration with Facilities Manager to ensure porter coverage for events.

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

+ Coordinate and manage all deliveries of required materials and equipment for events.

+ Coordinate with IT to identify technical needs for event and schedule accordingly.

+ Collaborate with stakeholders and IT to drive continuous improvement.

+ Create event floor plan, room layout.

+ Coordinate logistics for online learning filming sessions and provide hands-on assistance as needed.

+ 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.

_Administrative Duties_

+ Conduct new hire tours and visitor tours of the facility.

+ Generating reports and invoices.

+ Perform other duties as requested.

Supplemental Info:

+ Proactively collaborate with the Event Planning & Space Management Team and Hopkins Bloomberg Center teams

+ Enter event room reservations, A/V equipment and room resources/setup details in 25Live.

+ Create and share custom room layouts, using Social Tables, 25Live and/or other event planning system.

+ Track attendance and attrition rates.

+ Conduct event host and visitor tours of the facility.

+ Manage departmental email accounts.

+ Generate 25Live event reports.

+ Assists other members of the divisional leadership team with special projects and other general support details.

Technical Qualifications or Specialized Certifications

+ Familiarity with Eventbrite, Social Tables and Bananatag.

+ Detailed knowledge of Zoom Meetings & Zoom Webinars with ability to oversee technical components of hosting events in the Zoom platform.

Technical Skills and Expected Level of Proficiency

+ **Event Catering -** Developing

+ **Event Planning -** Developing

+ **Invoicing -** Developing

+ **Project Planning -** Developing

+ **Site Selection -** Developing

+ **Timelines -** Developing

+ **Vendor Contracts -** Developing

+ **Vendor Relationship Management -** Developing

Special Knowledge, Skills, and Abilities

+ Microsoft Office, Outlook, 25Live/College Net.

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.

+ Five years related experience.

+ 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.

+ Three plus years of progressively responsible event management experience.

+ Higher education administrative experience.

+ Experience using 25 Live/College Net scheduling software.

Classified Title: Sr. Special Events Coordinator

Job Posting Title (Working Title): Events Administrator - DC

Role/Level/Range: ATO 37.5/03/OF

Starting Salary Range: $21.25 - $36.90 HRLY ($63,000 targeted; Commensurate w/exp.)

Employee group: Full Time

Schedule: M-F 8:30am - 5:00pm

FLSA Status: Non-Exempt

Department name: Operations

Personnel area: Carey Business School

The listed salary range represents the minimum and maximum Johns Hopkins University offers for this position, based on a good faith estimate at the time of posting. Actual compensation will vary depending on factors such as location, skills, experience, market conditions, education, and internal equity. Not all candidates will qualify for the highest salary in the range.

Johns Hopkins provides a comprehensive benefits package supporting health, career, and retirement. Learn more: https://hr.jhu.edu/benefits-worklife/.

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.

EEO is the Law

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