Job ID

2024-6123

Location

US-MD-Baltimore | US-DC

Category

US Based Positions

Employment Status

Full-Time

Reporting to the Sr. Manager, Conferences & Events, the Conferences & Events Coordinator is accountable for the planning, organization and execution of small and large events. This position will work with internal and external stakeholders through the end-to-end event planning process in support of global conferences, events and exhibitions.

Event Planning

• Provides support to internal customers in the design, development, execution and evaluation of small and large events, conferences and exhibitions
• Coordinates, monitors and tracks registration and attendance of event participants
• Tracks and monitors expenditures
• Coordinates visa and travel for international travelers
• Plans logistics for small and large events i.e. travel, event venue(s), meeting rooms, A/V needs, food/catering, signage, event agenda etc.
• Provides recommendations to enhancements of event planning processes
• Assists with the preparation of RFP’s in alignment with established Jhpiego requirements and processes
• Assists with reconciliation of event costs
• Supports the recruitment volunteer staff for events, conferences and exhibitions
• Confirms and secures presenters, speakers, volunteers
• Gathers information and statistics on events to evaluate success

Vendors

• Sets up new vendors in systems i.e. JHU secure vendor portal, PaymentWorks
• Processes timely payment of invoices for events-related activities and services
• Identifies and gathers information about potential vendors
• Maintains vendor resources and identifies back-up suppliers for contingency plans
• May conduct site visits to evaluate venues

Communications

• Assists with the development of event communications
• Disseminates event communications and other relevant information
• Edits and formats communication materials

• High School Diploma with 5 years of relevant experience in event planning
• Proficiency in basic meeting and event operations and terminology
• Previous experience planning small and large global events
• Demonstrated effective verbal and written communication skills, organizational and problem-solving skills
• Ability to manage multiple deadlines in a fast-paced environment
• Deadline and detail-oriented
• Ability to multi-task
• Ability to develop and maintain professional relationships
• Experience working on-site to oversee logistical arrangements and direct venue event staff and providing direction to organizational peers when supporting the Organization’s presence at various conferences
• Experience delivering exceptional customer service
• Working knowledge of various audio and video equipment
• Proficient computer skills (i.e. Microsoft Office Suite: Word; Excel; PowerPoint; SharePoint; Edge; Outlook; Teams), video conferencing technology (Zoom), social media platforms and ability to adapt and quickly learn specialized computer programs and applications (i.e. SAP, SAP Concur)
• Understanding of and appreciation for working with diverse populations
• Proficiency in a second language (French, Spanish) is an asset
• International and/or domestic travel up to 20%

      The salary range for this role is expected to be: $40,164 - $53,553.

Total Rewards:

The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
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.

**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law

Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

Accommodation Information

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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

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