Special Events Coordinator (112797)

Development and Alumni Relations (DAR) supports Johns Hopkins’
focus on research, teaching and patient care, and its role as a
national and global leader in higher education. We create and
foster enduring relationships that result in advocacy and
philanthropic support for Johns Hopkins University & Medicine;
strengthening the institution through partnerships with donors,
alumni, volunteer leaders, faculty, students, staff, and
patients.

 
Johns Hopkins University supports a flexible work
model which includes four different work modalities. This role has
a hybrid work arrangement with an onsite presence of 3 days per
week. The manager will confirm the team’s core onsite days where
the majority/all team members will work in the office. Employees
who travel on university business can count those days towards
their onsite days.
 
The Office of University Events is responsible for
supporting university-wide events such as central development
events, trustee events, commencement and convocation, as well as
events of other divisions, as requested. This Special Event
Coordinator is responsible for supporting the operational aspects
associated with the events and reports to the Sr. Director.
 

SPECIFIC DUTIES AND RESPONSIBILITIES

• Process all invoices, travel reimbursements, and credit cards
  using Hopkins internal accounting system.
• Maintain office equipment and supplies and coordinate large
  scale product orders (event supplies i.e. ponchos, volunteer polos,
  academic regalia etc.)
• Assist the University Events team as well as other DAR
  departments and the Board of Trustees Office with meetings and
  events, both in-person and virtual using zoom
• Coordinate event logistics to include; researching and
  recommending space options, locations and availability, setup and
  sending invites and reminders.
• Coordinate transportation and parking details.
• Request catering RFP’s and coordinate menu planning.
• Manage hotel room blocks.
• Manage room usage and AV needs requests.
• Prepare event materials, name tags, place cards, seating
  charts, registration.
• Work closely with the Commencement Team, Registrar’s Office and
  Marching Order (commencement registration system) to send mass
  communications to over 3000 graduates and track ceremony
  registrations in preparation for the University-wide Commencement
  Ceremony
• Monitor Commencement email inbox and respond to inquiries from
  parents and students.
• Social Media postings
• Create content, schedules and manage social media posts and
  proposed improvements to existing social media strategy relating to
  commencement.
• Respond to questions and posts to provide a more interactive
  social media experience for followers.

Minimum Qualifications

• High School Diploma or graduation equivalent.
• Three years related experience.
• Additional education may substitute for experience to the
  extent permitted by the JHU equivalency formula.

Preferred Qualifications