Sr. Special Events Coordinator (Scheduling & Event Services)

Specific Duties And Responsibilities

• Coordinate, verify, and finalize various services as applicable for internal and external clients (i.e., catering, parking, telecommunications, security, and labor).
• Develop setup diagrams using event software for all events and communicate them to service providers.
• Develop format and coordinate weekly broad large planning meetings with campus service providers and various clients hosting large events or meetings in event spaces.
• Banquet Event Orders (BEOs) for student organizations and department events.
• Collect catering licenses and food waiver forms as applicable.
• Develop the signage needed for the event (indoor room signage, parking signage, etc.).
• Communicate information with accuracy to clients and all service providers.
• Cook up the weekly door schedule based on building events.
• Coordinating setup diagrams used for space turnovers with custodial and facilities.
• Greet and do a final room check with the on-site person for external groups.
• Provide on-site support one hour before and through the start of the event.
• Participates in hosting office presentations for services provided, as well as conducting site visits when necessary.
• Maintains communication with summer coordinators to determine services needed and communicates with university departments and vendors to secure these services, which include Recreation Center, Library, and Parking Services.
• Serves as liaison to vendors and hotels to monitor event timelines and to troubleshoot to assure good customer service. This entails traveling off-site at times and taking on-site responsibility for conference operations and off-site event management.
• Analyses coordination procedures and processes for meetings and events, and recommends new systems or revisions to established procedures as necessary.
• Assists with mentoring and training summer event planning interns with coordinating events, and during the academic year, trains student ambassadors on technology and event logistics support at the start of each semester.

Technology

• Oversee and maintain the programming and daily event room signage for the new digital signage in Scott-Bates Commons.
• Consult, order, and obtain estimates on equipment for more complex events and act as liaison with 3rd party vendors for special equipment not provided in-house, with Kit-Cats on Shriver Hall performances, and equipment in other event spaces to support event needs.
• Manage audiovisual and technical training for student ambassadors and professional staff.
• Responsible for staying current on best practices regarding new AV equipment/features and potential technology for current and future event trends.
• Provide on-call support to event ambassadors for events with technology issues.

Knowledge, Skills, Or Abilities

• Computer skills, including adaptability to conference programming software and presentation technology, are beneficial.
• Knowledge of hospitality and event management principles and practices.
• Demonstrated interpersonal, organizational, and problem-solving skills, as well as excellent verbal and written communication skills, are required.
• Ability to establish effective working relationships with a diverse population of guests.
• Excellent organization and attention to detail.
• Ability to handle a large volume of events simultaneously on a weekly basis.

Additional Information

• Work schedule - Able to maintain a flexible schedule based on event support varying from 7 am – 3:30 pm or 10 am – 6:30 pm, weekend hours are occasionally required for event support; hybrid work modality after successful onboarding and training of systems and processes within the first 6 months.
• Minimum Qualifications High School Diploma required.Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.
• Preferred Qualifications Bachelor’s Degree preferred.Demonstrate 2-3 years of successful experience in event planning or coordination.Two years of related audiovisual and technology experience preferred.