Johns Hopkins Carey Business School is seeking a Special Events Administrator. This position is responsible for supporting all academic, professional, and social programming, entailing meetings, academic research conferences, signature events, and other activities for both internal and external JHU affiliates at the Harbor East and DC locations of the Carey Business School. The Special Events Administrator will oversee location scheduling and resource allocation, for both campuses, within the 25Live scheduling software, to ensure proper use of facilities and eliminate redundancies. The Special Events Administrator will outline and manage various event requirements, resources, and catering needs and will do so with an awareness of staffing levels, building policies and procedures, and time constraints. This person is able to efficiently execute the roles and responsibilities of this position with minimal supervision, and may serve as a mentor to fellow team members. While this position is primarily based in Baltimore, occasional travel to the DC location is expected.

This position is 100% onsite.

Specific Duties & Responsibilities

Special Events Support (60%)

• Ensure both scheduled and impromptu events are properly organized, understood, and ultimately articulated into an event plan that is responsive to space, atmosphere, branding, and logistical and aesthetic requirements.
• Demonstrate ability to plan and support events in multiple modalities, while completing ongoing projects and daily tasks.
• Lead the meeting and event planning process, including managing space, catering, and support staff, while communicating effectively and efficiently with each client.
• Support high profile/signature events including Dean’s office events, academic research conferences, distinguished speaker series, town halls, orientations, etc.
• Direct and execute high-profile rental requests once approved and confirmed by Carey Scheduling. Coordinate 25Live data validation, reporting and analytics and conduct ongoing user trainings,
• Facilitate the coordination of other event services provided by internal service departments (e.g., Operations, Security, and IT) and all other external vendors (caterers, rentals, florists, etc.).
• Develop and implement a comprehensive hybrid event design strategy for events requesting an online modality.
• Assure proper vendor certificates of insurance and licenses are current and comply with building and school regulations.
• Proactively collaborate with the Operations team to ensure the integrity of the facility and overall comfort and safety of attendees for all meetings and events.
• Partner with the Facilities Supervisor to ensure proper facilities coverage and setups for events.
• Serve as primary point of contact for all vendor deliveries of required materials and equipment for events.
• Coordinate with IT to identify unique multi-media technical needs and staffing for events.
• Create event floor plans and alter room layouts to include capacity requirements.
• Execute the roles and responsibilities of this position with minimal supervision, while communicating needs and asking clarifying questions within the department.

System Administration (30%)

• Provide support and coordination for meetings, seminars, conferences, retreats, events and activities throughout both the DC and Harbor East facilities, utilizing the 25Live software system.
• Run and prepare 25Live reports and analysis on a continual basis.
• Facilitate 25Live trainings for new users and ongoing refresher trainings for existing staff.
• Plan and facilitate regular (weekly) EPSM status meetings with service providers and event hosts to ensure all event requirements and policies are in order prior to an event.
• Develop and maintain a preferred vendor resource listing for catering and other common event services for departmental reference.
• Maintain inventory of EPSM shared event resources (furniture, signage, pipe & drape, banners, lighting, staging, decor, etc.).
• Process and submit Loading Dock Requests for external vendors.
• Oversee external vendor walkthroughs onsite prior to events.
• Conduct post-event survey administration with stakeholders to drive continuous improvement.
• Obtain and reconcile vendor invoices, sharing with event partners as needed, to ensure budget approval and timely payment.
• Provide oversight of all campus guests and guest lists to identify special needs in regard to security, etc.

Special Projects and Other Duties (10%)

• Assist departmental leadership in developing & maintaining EPSM departmental policies and procedures.
• Support departmental leadership with updating the EPSM website content related to event policies, procedures, and reference materials.
• Identify areas in which EPSM event partners need additional training for planning and executing events and create new collateral as needed.
• Collaborate with Operations staff to compile annual Executive Summary Report.
• Other duties as assigned.

Special Knowledge, Skills, and Abilities

• Demonstrate the ability to manage 25Live database system, including the scheduling of locations and resources, and oversight of approvals, data validation and reporting.
• Simultaneously manage multiple events properly, while identifying and resolving conflict and effectively delegating tasks and duties.
• Possess the ability to build effective relationships with and provide support to internal and external clients, while building rapport within the Operations and EPSM team.
• Manage time efficiently and effectively based on daily schedule.
• Is detail oriented, has the ability to prioritize tasks, and can work under pressure with multiple deadlines.
• Exercises independent judgment, with common sense, to fulfill the responsibilities of the role and department.
• Communicates proactively with all key stakeholders: EPSM team members, internal department event hosts, Operations/Facilities staff, IT technicians, Security officers, and Carey/JHU students, alumni, faculty and staff.
• Routinely uses Microsoft Office: Excel, PowerPoint, Outlook and Teams, along with Adobe, 25Live/College Net, Zoom, Eventbrite, and Social Tables.
• Understands Accounts Receivable (AR) and invoice reconciliation.

• High level of independent decision-making ability including ability to execute the roles and responsibilities of this position with minimal supervision and understanding of  when to ask for assistance and communicates important and relevant information in a timely manner.

Physical Requirements 

• Must be able to stoop, sit, and stand for extended periods in support of in-person events.
• Possesses ability to lift up to 25 lbs.
• Can move event resources, tables, chairs and decor, as required for events.
• Is able to travel between the DC and Harbor East locations.

• 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.

• Three plus years of progressively responsible event management experience preferred.
• Due to the presence of alcohol, candidate must be at least 21 years of age.
• Experience using 25Live/College Net scheduling software preferred.
• Prior accounts receivable (AR) and invoice reconciliation experience preferred.
• Higher education administrative experience preferred.

Classified Title: Sr. Special Events Coordinator 
Job Posting Title (Working Title): Special Events Administrator - HE   
Role/Level/Range: ATO 37.5/03/OF  
Starting Salary Range: $21.25 - $36.90 HRLY ($65,000 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: M-F, 8:30 AM - 5 PM 
Exempt Status: Non-Exempt 
Location: JH at Harbor East 
Department name: ​​​​​​​Operations  
Personnel area: Carey Business School