Senior Special Event Coordinator

Location
Maryland, United States
Posted
25 Jan 2019
End of advertisement period
25 Apr 2019
Ref
14254
Contract Type
Permanent
Hours
Full Time

Title: Senior Special Events Coordinator
 Role/Level/Range: ATO/2/OE
Reporting to: Barbara McCort, Senior Associate Director, University Events
Department: DAR, UA, JHU

General Description:

The Office of University Events is responsible for supporting university-wide events such as commencement and convocation, central development events, trustee events as well as events of other divisions, as requested. This University Senior Events Coordinator is responsible for supporting the conceiving, planning, designing and implementing of events and for providing creativity and strategy for the events.

Primary Duties and Responsibilities:

Commencement/Convocation (40%)

  • Manages logistics of meetings to include; requests and setup of meeting rooms, scheduling, attendee list and invites, reminders, and meeting minutes.
  • Schedules the readers for the pre-recording of graduate names and is responsible for being be on-site to track that all names have been recorded.
  • Creates content, schedules, and manages social media posts/updates and proposes improvements to existing social media strategy.
  • Manages commencement student ambassador committee (assist with social media)
  • Responds to questions and posts to provide a more interactive social media experience for followers.
  • Responsible for updating website content, including posting new information as it becomes available, as well as checking existing information/links for accuracy throughout the year.
  • Updates website, post-commencement, with relevant content and creates archive page.
  • Coordinates distributing and publishing of the archived webcasting links for all of the ceremonies.
  • Researches and maintains a comprehensive list of commencement related events for the website.
  • Updates letters and forms with the following year’s information once commencement concludes.
  • Manages event timelines to ensure that invitation lists are prepared and ready, and ensures the timely mailing of written materials.
  • Manages the RSVP process (i.e. ticketing website) with updates, tracking of responses, troubleshooting, etc., prepares and send confirmations, and responds to parent/faculty/staff questions over the phone and via email.
  • Responsible for tracking regalia orders as they arrive and coordinating faculty pickup.
  • Maintain updated roster of approximately 150 volunteers. Prepares and organizes materials for trainings and training folder contents. Creates volunteer supply bins, confirms inventory and places supply order for what is needed, and create lanyards for volunteers and staff.
  • Monitors website post commencement to ensure continuity
  • Provides summary for parent survey post commencement
  • Manages food and beverage plus room setup at venues
  • Manage Marching Order process including “reader” section that requires coordinating schedules with individuals and university communications contact for recording studio along with confirming audio files are received by Marching Order
  • Responsible for ordering regalia for leadership, honorary degree recipients and faculty
  • Coordinates with vendors on delivery/pickup schedule
  • Manages vendors on-site

Development and Alumni Relations events (30%) and other divisional events - Provost’s Office and Student Affairs (30%)

  • Responsible for event logistics and coordination to include; researching and recommending space options, locations and availability, setup and scheduling and invites and reminders.
  • Coordinates transportation and parking details.
  • Requests catering RFP’s and coordinates menu planning.
  • Works closely with other offices to ensure safety and weather back-up plans are appropriately addressed.
  • Consults with other offices to ensure the JHU expected quality of each and every event.
  • Assists with development events including Development and Alumni Relations staff events including DAR TC week, DAR Barbeque, and the JHU Event Planners Conference.
  • Coordinates and manages DAR event planners quarterly activities
  • Coordinates quarterly trustee meeting logistics and catering, as well as occasional monthly meetings.
  • Assists in the management of Provost Office Events to include; Society of Scholars induction ceremony and dinner, and the Catalyst and Discovery Award reception.
  • Responds to general emails and phone calls related to upcoming events and assists with RSVP management.
  • Research vendor options; Negotiate with vendors to maximize value

Qualifications:

Bachelor's degree strongly preferred. Two years of related event or project management experience required. Experience creating social media content across several platforms, including Facebook, Instagram and Twitter required. Experience with Word Press, Hootsuite, Survey Monkey preferred. Demonstrated excellent written and oral communication skills (especially as related to working directly with faculty, staff, alumni and major supporters of the university). Ability to relate articulately and with diplomacy with diverse groups, including President's guests, Hopkins community, trustees, faculty, staff and the general public. Must be organized and demonstrate the ability to work independently, multi-task, function effectively in fast-paced environment, show great attention to detail and follow through to completion within time constraints. Occasional travel is required. Must have own transportation to and from events.