Job Information
Johns Hopkins University Conference & Events Coordinator in Baltimore, Maryland
Reporting to the Sr. Manager, Conferences & Events, the Conferences & Events Coordinator is accountable for the planning, organization and execution of small and large events. This position will work with internal and external stakeholders through the end-to-end event planning process in support of global conferences, events and exhibitions.
Responsibilities:
Event Planning
Provides support to internal customers in the design, development, execution and evaluation of small and large events, conferences and exhibitions
Coordinates, monitors and tracks registration and attendance of event participants
Tracks and monitors expenditures
Coordinates visa and travel for international travelers
Plans logistics for small and large events i.e., travel, event venue(s), meeting rooms, A/V needs, food/catering, signage, event agenda etc.
Provides recommendations to enhancements of event planning processes
Assists with the preparation of RFPs in alignment with established Jhpiego requirements and processes
Assists with reconciliation of event costs
Supports the recruitment volunteer staff for events, conferences and exhibitions
Confirms and secures presenters, speakers, volunteers
Gathers information and statistics on events to evaluate success
Vendors
Sets up new vendors in systems i.e., JHU secure vendor portal, PaymentWorks
Processes timely payment of invoices for events-related activities and services
Identifies and gathers information about potential vendors
Maintains vendor resources and identifies back-up suppliers for contingency plans
May conduct site visits to evaluate venues
Communications
Assists with the development of event communications
Disseminates event communications and other relevant information
Edits and formats communication materials
Special Skills, Knowledge & Abilities:
Previous experience planning small and large global events
Demonstrated effective verbal and written communication skills, organizational and problem-solving skills
Ability to manage multiple deadlines in a fast-paced environment
Deadline and detail-oriented
Ability to multi-task
Ability to develop and maintain professional relationships
Experience working on-site to oversee logistical arrangements and direct venue event staff and providing direction to organizational peers when supporting the Organization’s presence at various conferences
Experience delivering exceptional customer service
Working knowledge of various audio and video equipment
Proficient computer skills (i.e., Microsoft Office Suite: Word; Excel; PowerPoint; SharePoint; Edge; Outlook; Teams), video conferencing technology (Zoom), social media platforms and ability to adapt and quickly learn specialized computer programs and applications (i.e. SAP, SAP Concur)
Understanding of and appreciation for working with diverse populations
International and/or domestic travel up to 20%
Minimum Qualifications
High School Diploma or graduation equivalent
Five years related experience
Additional education may substitute for experience to the extent permitted by the JHU equivalency formula
Preferred Qualifications
Proficiency in a second language (French, Spanish) is an asset
Classified Title: Sr. Special Events Coordinator
Job Posting Title (Working Title): Conference & Events Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $40,164 - $53,553 Commensurate with Experience
Employee group: Full Time
Schedule: Mon - Fri 8:30am - 5:00pm
Exempt Status: Non-Exempt
Location: Jhpiego
Department name: 60000069-Global Engagement GECO
Personnel area: Academic and Business Centers
Equal Opportunity Employer:
Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.
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