Reporting to the Events Manager, the Events Coordinator will work closely with SAIS leadership, faculty, staff, students, and external partners to support events.
Specific duties & responsibilities:
- Responsible for overall coordination of both small and large scale events at SAIS, and provides onsite coordination of events.
- Under the direction of the Events Manager plans, organizes and executes various aspects and logistics of special events and/or programs.
- Make budget recommendations for special events and contribute to the departments’ yearly special events budget.
- Monitor and maintain budget. Review all invoices/bills and process payments.
- Serves as primary contact to vendors, and negotiates with vendors (e.g., caterers, florists, sound/stage companies, musicians, printers, mailing houses, etc.).
- Maintain vendor resources list and identify back-up suppliers for contingency plans. Conducts site visits to evaluate different venues.
- Participate in the full life-cycle of events from design, planning, implementation, and evaluation. May identify opportunities for new events.
- Gather information and statistics on each event to determine success, makes recommendations to the Events Manager on how to improve events in the future.
- May oversee the work performed by students or volunteers.
- May require domestic and/or international travel.
- Responsible for College Net/25 live, events management support technology, to develop and maintain an events management program.
- Support pre-planning, execution and post event wrap up for events and serve as back-up to commencement, high level and Dean's events. Specifically, the coordination of invitations, announcements, security, floor plan management, general service contractors, security, scripts, database management, housing, registration, audio/visual, food & beverage, site selections, city-wide events, off site events and vendor management.
- Oversee and lead College net/25 live event planning software support as needed to support administrative and external events.
- Collect information to be included in the events newsletter from the appropriate sources. Be aware of and avoid any possibility of copyright infringement. Adhere to deadlines for the newsletter. Using computer software, desktop publishers format and combine text, numerical data, photographs, charts, and other visual graphic elements produce publication-ready material.
- Adjust work schedule to support after hours and weekend events.
Minimum qualifications (mandatory):
- High School diploma/GED required.
- Three years relevant events planning experience is required.
- Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
- Experience in an academic environment preferred
- Knowledge of SAP Financial System preferred
- Knowledge of College Net/25live preferred
- Knowledge of Informz, mailchimp, or other newsletter software
Special knowledge, skills, and abilities:
- Excellent customer service skills.
- Excellent oral and written communication skills
- The ability to interact with multiple and diverse constituents
- Excellent organizational skills
- Strong attention to detail, good judgment, flexibility and the ability to multi-task and work on multiple projects effectively is required.
- Must have intermediate skills with Microsoft Word, Excel, Access and PowerPoint and advanced skills are preferred.
- Should be knowledgeable of web page management tools.
Technical qualifications or specialized certifications:
- Certified Meeting Professional certification preferred