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    Conference & Events Coordinator - Baltimore, United States - The Johns Hopkins University

    The Johns Hopkins University
    The Johns Hopkins University Baltimore, United States

    2 weeks ago

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    Description


    Press Tab to Move to Skip to Content LinkJohns Hopkins strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine.

    The seasonal flu vaccine requirement remains unchanged. Exceptions may be provided under certain circumstances.
    Click here for more information. Johns Hopkins strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The seasonal flu vaccine requirement remains unchanged. Exceptions may be provided under certain circumstances.
    Click here for more information. Johns Hopkins strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The seasonal flu vaccine requirement remains unchanged. Exceptions may be provided under certain circumstances.
    Click here for more information. .

    Select how often (in days) to receive an alert: Create AlertSelect how often (in days) to receive an alert: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.


    Responsibilities:


    Event PlanningProvides support to internal customers in the design, development, execution and evaluation of small and large events, conferences and exhibitionsCoordinates, monitors and tracks registration and attendance of event participantsTracks and monitors expendituresCoordinates visa and travel for international travelersPlans 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 processesAssists with the preparation of RFPs in alignment with established Jhpiego requirements and processesAssists with reconciliation of event costsSupports the recruitment volunteer staff for events, conferences and exhibitionsConfirms and secures presenters, speakers, volunteersGathers information and statistics on events to evaluate successSets up new vendors in systems i.e.

    , JHU secure vendor portal, PaymentWorksProcesses timely payment of invoices for events-related activities and servicesIdentifies and gathers information about potential vendorsMaintains vendor resources and identifies back-up suppliers for contingency plansMay conduct site visits to evaluate venuesCommunicationsAssists with the development of event communicationsDisseminates event communications and other relevant informationEdits and formats communication materialsSpecial Skills, Knowledge & Abilities:Previous experience planning small and large global eventsDemonstrated effective verbal and written communication skills, organizational and problem-solving skillsAbility to manage multiple deadlines in a fast-paced environmentDeadline and detail-orientedAbility to multi-taskAbility to develop and maintain professional relationshipsExperience working on-site to oversee logistical arrangements and direct venue event staff and providing direction to organizational peers when supporting the Organizations presence at various conferencesWorking knowledge of various audio and video equipmentProficient 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 populationsInternational and/or domestic travel up to 20%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.


    Responsibilities:


    Event PlanningProvides support to internal customers in the design, development, execution and evaluation of small and large events, conferences and exhibitionsCoordinates, monitors and tracks registration and attendance of event participantsTracks and monitors expendituresCoordinates visa and travel for international travelersPlans 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 processesAssists with the preparation of RFPs in alignment with established Jhpiego requirements and processesAssists with reconciliation of event costsSupports the recruitment volunteer staff for events, conferences and exhibitionsConfirms and secures presenters, speakers, volunteersGathers information and statistics on events to evaluate successVendorsSets up new vendors in systems i.e.

    , JHU secure vendor portal, PaymentWorksProcesses timely payment of invoices for events-related activities and servicesIdentifies and gathers information about potential vendorsMaintains vendor resources and identifies back-up suppliers for contingency plansMay conduct site visits to evaluate venuesCommunicationsAssists with the development of event communicationsDisseminates event communications and other relevant informationEdits and formats communication materialsSpecial Skills, Knowledge & Abilities:Previous experience planning small and large global eventsDemonstrated effective verbal and written communication skills, organizational and problem-solving skillsAbility to manage multiple deadlines in a fast-paced environmentDeadline and detail-orientedAbility to multi-taskAbility to develop and maintain professional relationshipsExperience working on-site to oversee logistical arrangements and direct venue event staff and providing direction to organizational peers when supporting the Organizations presence at various conferencesExperience delivering exceptional customer serviceWorking knowledge of various audio and video equipmentProficient 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 populationsInternational and/or domestic travel up to 20%Minimum QualificationsHigh School Diploma or graduation equivalentFive years related experienceAdditional education may substitute for experience to the extent permitted by the JHU equivalency formulaPreferred QualificationsProficiency in a second language (French, Spanish) is an assetClassified Title:
    Sr. Special Events CoordinatorJob Posting Title (Working Title):Conference & Events CoordinatorRole/Level/Range: ATO 37.5/03/OF

    Starting Salary Range:
    $40,164 - $53,553 Commensurate with ExperienceEmployee group: Full TimeSchedule: Mon - Fri 8:30am - 5:00pm

    Exempt Status:

    Non-ExemptLocation:JhpiegoDepartment name: Global Engagement GECOPersonnel area: Academic and Business CentersTotal RewardsThe referenced salary range is based on Johns Hopkins Universitys 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:
    .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 EmployerAll 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.

    Accommodation InformationIf 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 .

    For TTY users, call via Maryland Relay or dial 711.

    For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit .The following additional provisions may apply, depending upon campus.

    Your recruiter will advise accordingly.

    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.#J-18808-Ljbffr
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