Special Events Coordinator

  • The Johns Hopkins University
  • Baltimore, MD, USA
  • Aug 14, 2019
Full time Event Management Event Planning Marketing Relationship Management Team Leadership/Management/Supervision

Job Description

Job Req ID:  17296

Special Events Coordinator


General Summary:

The Events Coordinator supports the Assistant Director of On-Campus Programming and the Assistant Director, Marketing and Events in all on- and off-campus event programming. This position takes ownership of the planning and execution of events throughout the year for prospective and admitted students, as well as the counselor community.


Essential Job Functions:

Reporting to the Assistant Director of On-Campus Programming, this position will also work with the Assistant Director, Marketing and Communications, Office of Undergraduate Admissions marketing & communications team, administrators, counselors, and other staff to execute and support event programming working toward key marketing goals.


The Position is Responsible for:

  • Oversight of all aspects of the planning, implementation, and follow up of the overnight programs (up to 2 in the fall, and 2 in the spring, titled SOHOP), including, but not limited to: scheduling staff and student volunteers, planning visitor experience, space reservation and set-up, and all other event-related logistics.
  • Co-coordinating of additional fall and spring on-campus events for both prospective and admitted students.
  • Assisting with managing relationships with campus partners who help execute events, including (but not limited to): parking, facilities, catering, housing, dining, security, special events, custodial, electrical, grounds, sustainability, and audio-visual.
  • Creation/maintenance of internal communications and tracking mechanisms for event information collection.
  • Inventory management and buying suggestions for university-branded materials used as give-aways for events.
  • Management of budget for owned events.
  • Assisting marketing colleagues in the creation of invitations, programs, and social media support for events.
  • Projecting and anticipating needs for day-of event execution, and ensuring all colleagues and team members have the materials and training support they require to successfully execute events.
  • Serving as manager-on-call for select events or programs within events, as determined in concert with the Assistant Director of Marketing & Events.
  • Planning and executing logistics for Explore Hopkins presentations around the country and the world, including negotiations with venues and vendors and working with marketing and communications colleagues for the creation and distribution of printed materials.
  • Organize travel arrangements for over prospective and admitted students participating in various fly-in programs in concordance with World Travel and JHU travel agents.
  • Other duties as assigned.


The Ideal Candidate Will:

  • Think creatively and strategically.
  • Maintain a calm temperament, even under pressure.
  • Be highly detail-oriented.
  • Be flexible, and an active problem solver, both in event logistics and event-related staffing issues.
  • Be able to manage complex relationships in a dynamic environment--across departments and across campus.
  • Be comfortable collaborating, cooperating, and leading teammates across the entire Office of Undergraduate Admissions.
  • Be a team player who is excited to work within a marketing, communications, and events team to create and manage successful events.
  • Understand the role successful events play in the success of the office as a whole.
  • Provide exceptional customer service.
  • Care deeply about the university and its mission.



  • High School Diploma/GED required. Bachelor's degree strongly preferred. Additional education may substitute for experience.       



  • Three years related experience required. Previous work experience in running large student oriented events such as Freshmen Orientation at a college or university of Johns Hopkins caliber is strongly preferred.


Special Knowledge, Skills, or Abilities: 

  • Demonstrated interpersonal, organizational, and problem solving skills required.
  • Excellent verbal and written communication skills required.
  • Strong attention to detail is essential.
  • Some travel possible.
  • Some weekend and evening hours required.
  • Previous experience with CRM and project management software preferred.


JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience.  Additional related experience may substitute for required education on the same basis.  For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.                                                                                                                       


Classified Title: Special Events Coordinator 
Role/Level/Range: ATO 37.5/02/OE 
Starting Salary Range: Commensurate with experience
Employee group: Full Time 
Schedule: M-F 9-5 
Exempt Status: Non-Exempt  
Location: 01-MD:Homewood Campus 
Department name: 10001442-Undergraduate Admissions 
Personnel area: Homewood Student Affairs


The successful candidate(s) for this position will be subject to a pre-employment background check.


If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.


The following additional provisions may apply depending on which campus you will work.  Your recruiter will advise accordingly.


During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.


The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.


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