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  • Events Manager - #Staff

    Johns Hopkins University (Baltimore, MD)



    Apply Now

    We are seeking an **_Events Manage_** **_r_** who will shape the strategic direction of on-site events and related digital engagement. This role supports high-level national and local events with widespread attendance and complex planning logistics. This position will lead the team to plan, manage, and execute all aspects of virtual and in-person events for the Division or Center, as well as oversee analysis of engagement metrics for target audiences.

    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.

    _Events Strategy, Budgeting, and Engagement Analysis_

    + Develop an events strategy and categorization of events, with accompanying goals, staffing, and workflow plans, aligned with the agreed-upon strategic goals and priorities of the division.

    + Prepare and oversee annual budget projections for schoolwide events, sharing with divisional Leadership.

    + Develop and maintain an annual events calendar.

    + Collaborate and partner with other JHU offices, as well as external partners, to plan, coordinate, and execute events.

    + Establish relationships, liaise, and work effectively with external and internal constituencies to successfully develop and execute events.

    + Manage external vendor relationships to support virtual and in-person events.

    _Events/Project Management_

    + Serve as the project manager for all Division or Center events.

    + Develop and enforce all production timelines; distribute comprehensive event plans—including all logistical coordination—to ensure that all events are executed to the highest degree of excellence, accuracy, professionalism, and customer service.

    + Manage and coordinate the division/department/center’s Events team which may include events staff, campus operations, marketing and communications, IT, student affairs, and other stakeholders.

    + Track all events throughout each fiscal year, exercising independent judgment to advance event planning as appropriate throughout the year.

    + Work with the Marketing and Communications team on the promotion of events, including sending invitations for each event, based on planning discussions and predetermined goals. Coordinate with the division/department/center’s IT and Central Communications teams on the technology needs to support virtual and in-person events, including overseeing decision-making on appropriate platforms.

    + Work with stakeholders to collect all content needed for events. Project manage and work with the design team or external designers on all content creation and development of promotional materials for events, including invitations, collateral materials, and printed programs.

    + Maintain continuity and consistency of the university/school’s brand.

    + Independently monitor that events are being executed according to the preapproved budget and plans.

    + Consistently manage multiple events and priorities in a calm and professional manner.

    + Serve as the liaison to the university commencement committee; this might include serving on task forces and search committees, attending regular meetings, and collaborating on programs and co-sponsorships as appropriate.

    _Digital Production_

    + Stay up to date on industry software to improve the school’s event planning processes. These software programs could include Social Tables, InitLive, Formstack, Eventbrite, Cvent, and Boomset. Network with company representatives and Hopkins employees utilizing these programs and make implementation recommendations where relevant for needs.

    + Train School colleagues on platforms to help enhance their event planning experiences.

    + Must be comfortable with software such as Teams, Zoom, and IBM Player to facilitate virtual events, including live-streaming programming, podcasts, and other externally facing broadcasts.

    + Oversee analysis of engagement metrics for events.

    _Vendor Relationships_

    + Create budgets; negotiate and administer contracts with local vendors.

    + Work directly and effectively with vendors, including writers, printers, caterers, A/V suppliers, mailing houses, photographers, florists, and restaurants, including the gathering of appropriate proposals and contracts, which might include hotels, museums, and on-campus facilities.

    + Conduct site visits of venues.

    + Finalize event arrangements by conducting a walk-through with the host, caterer, and other vendors as required. Determine necessary venue preparation, catering schedule, rental drop-off/pick-up, entertainment, dcor, parking and public safety, communications, multimedia needs, equipment needs, and other issues.

    _Scheduling & Communication_

    + Work with the Johns Hopkins Events Support Team and the School’s Campus Operations team on space availability and convert reservations to confirmed events.

    + Collaborate with Central Communications and the School’s IT team regarding needed equipment and tentative setups.

    + Handle communication of event needs to custodial operations.

    + Receive and follow up on submitted event forms.

    + Assist all clients with questions and concerns regarding space reservations, equipment needed, and process.

    + Maintain effective communication and collaborations with campus partners.

    + Oversee the RSVP tracking and confirmation process.

    + Recruit, select, and direct volunteers at events. Manage event registration. Troubleshoot issues as they may arise during events. Supervise event load-out and cleanup.

    _Strategic Planning for Off-Campus Events_

    + Analyze and evaluate new property prospects for event rental and filming potential. Specifically analyze potential client value and attractiveness, space concerns and constraints, security needs, vendor access, health and safety risks.

    + Provide expert advice on the management of large-scale events program, including vendor and client contractual recommendations and considerations.

    + Perform other related duties as assigned.

    _Supplemental Information_

    + This position reports directly to the Senior Associate Dean for Strategy and Chief of Staff in the Krieger School of Arts and Sciences Dean’s Office, managing multiple events with competing deadlines, including school-wide events such as Faculty Forums, Beginning and End of Year Faculty and Staff Celebrations, and the annual PhD Hooding Ceremony.

    + Independently manage all event planning and debrief protocols, evaluating each event for successes and challenges throughout each fiscal year and making recommendations for enhancements in future event design, planning, and implementation.

    Minimum Qualifications

    + Bachelor's Degree

    + Five years of related experience, including supervisory and management 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

    + Seven years of related experience planning and managing large-scale and complex national events in higher education or other fields.

    + Three to five years’ experience in technical production for large-scale events preferred.

    + At least 2 years of management experience preferred.

    + Experience in higher education.

     

    Classified Title: Special Events Manager

     

    Job Posting Title (Working Title): Events Manager

    Role/Level/Range: ATP/04/PD

    Starting Salary Range: $62,900 - $86,500 - $110,100 Annually (Commensurate w/exp.)

     

    Employee group: Full Time

     

    Schedule: Mon - Fri, 8:30am - 5:00 pm

     

    FLSA Status: Exempt

     

    Department name: Vice-Deans Admin Staff

    Personnel area: School of Arts & Sciences

    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

     


    Apply Now



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