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Special Events Coordinator (112797)

Employer
Johns Hopkins University & Medicine: Development and Alumni Relations
Location
Maryland, United States
Salary
Salary Commensurate with experience
Closing date
Mar 28, 2024

View more

Position Type
Fundraising, Special Events
Fields
Education
Employment Type
Full Time

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

 

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