Conference & Events Coordinator

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 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 RFPs 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

Special Skills, Knowledge & Abilities:

• 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

• International and/or domestic travel up to 20%

Minimum Qualifications

• High School Diploma or graduation equivalent

• Five years related experience

• Additional education may substitute for experience to the extent permitted by the JHU equivalency formula

Preferred Qualifications

Proficiency in a second language (French, Spanish) is an asset

Classified Title: Sr. Special Events Coordinator

Job Posting Title (Working Title): Conference & Events Coordinator

Role/Level/Range: ATO 37.5/03/OF

Starting Salary Range: $40,164 - $53,553 Commensurate with Experience

Employee group: Full Time

Schedule: Mon - Fri 8:30am - 5:00pm

Exempt Status: Non-Exempt

Location: Jhpiego

Department name: 60000069-Global Engagement GECO

Personnel area: Academic and Business Centers

Equal Opportunity Employer

Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.