• Job Description

  Req#: 109558

  Johns Hopkins Carey Business School is seeking an Assistant Director of Event Planning and Space Management. This position will be responsible for the daily operations and logistical planning of events, meetings, commencement, special programs, and conferences within the Johns Hopkins University Carey Business School. This includes supervising professional staff, coordinating with custodial services, and managing event service requests. In addition, this position reporting to the Associate Director of Campus Operations, will assist in developing a comprehensive event management approach, to ensure the successful daily operations and implementation of events on the Baltimore and Washington, DC locations for student organizations, internal departments, and external Carey Business School guests and constituents. The ability to work a flexible schedule required, including traveling between Baltimore and D.C. locations, routinely working early, evening hours, and occasionally working weekend hours when necessary is required.

  
  

  Specific Duties & Responsibilities
  

  
  

  Performance Management (10%)
  

  • Establish work requirements, classify positions, supervise and evaluate staff including full-time university employees, contractual staff, and student workers.
    
  • Coach and train employees on Social Tables, Eventbrite, Envoy, Zoom, MS Teams, 25Live, any additional applicable software.
    
  • Develops customer service goals and objectives for the department.
    
  • Provide expectations that are clear, well communicated and relate to the goals and objectives of the department and the Carey Business School.
    
  • Follow the guidelines established by the Carey Business School to evaluate employees and meet deadlines.
    
  • Development and implementation of professional development plans.
    

  
  

  Event Management Responsibilities (60%)
  

  • Development of workflows, policies, and procedures to ensure effective collaboration with stakeholders. Creating an experience that supports the Carey Business School brand, reputation, and mission.
    
  • Identify new opportunities to revamp the space rental program, by expanding opportunities to leverage the venues as a revenue source.
    
  • Develop a comprehensive catering guide for Carey Business School and manage catering needs for all high-profile events on both campuses.
    
  • Manage reservations and meet with campus departments or off-campus entities (as needed), that are hosting events to ensure clear event setup expectations and efficient event implementation.
    
  • Manage relationships with vendors, hotels, venues, and other external organizations as needed.
    
  • Serve as a high-level Administrator for 25Live.
    
  • Develop, lead and facilitate ongoing user trainings for 25Live scheduling software updates for CBS new hires, and develop a refresher training series for the frequent users.
    
  • Oversee the physical appearance of all facility resources and rooms, overseeing set-up requirements in partnership with the facility manager.
    
  • Reviewing/approving proposed room use for facility space rentals.
    
  • Manage and update inventory of shared event resources; assist with purchasing recommendations to allow the events to stay on trend per the market.
    
  • Must understand and enforce all security protocols, fire and safety regulations, crowd management and emergency response.
    

  
  

  Leadership Responsibilities (30%)

  • Directly manages the Event Planning and Space Management team including the Event Administrators, Sr. Special Events Coordinators, and Special Events Coordinators.
    
  • Evaluates event processes for proper alignment with Carey’s strategic vision and establish policies, procedures, and guidelines to ensure adequate support and effective events.
    
  • Serve as planning lead for high profile events inclusive of the President’s office, external partnerships, academic conferences, brand building initiatives, etc.
    
  • Assist the Associate Director in developing metrics to assess event service outreach, program development, and space utilization.
    
  • Organizes and implements the annual priority scheduling process for signature events and key stakeholders.
    
  • Maintains awareness of ongoing current trends, platforms and innovations in event management.
    
  • Assists the Associate Director and Director with special projects as needed.
    
  • Service on school or university wide committees.
    

  
  

  Special Knowledge, Skills & Abilities

  • Ability to coach, counsel, develop and generally supervise through positive interaction.
    
  • Ability to interact effectively with staff and constituents in sometimes intense, emotionally charged situations.
    
  • Highly service oriented with strong interpersonal skills that enable incumbent to interact effectively, current and prospective students, full-time and part-time faculty and the general public.
    
  • Ability to interact with a diverse population and sensitivity to issues to ensure effective multi-cultural communication.
    
  • High degree of comfort with technology and professionalism when using electronic communication methods.
    
  • Strong working knowledge of all Carey divisions and programs or ability to quickly learn.
    
  • Strong working knowledge of electronic systems and databases including MS Office, Teams, Zoom, Social Tables, Eventbrite, Envoy, and 25Live or ability to learn.
    
  • Ability to gather, analyze, report and make recommendations based on space utilization and other data.
    
  • Must be able to set and manage multiple priorities and respond quickly to changing needs and goals.
    
  • Effective communication (written and oral), organizational, customer service and interpersonal skills.

  
  
  
  
  Minimum Qualifications
  

  • Bachelor's degree.
    

  • Five years related experience including supervisory and management experience
    

  • Additional education may substitute for experience.

  
  
  Preferred Qualifications
  

  • Experience providing student, alumni and/or faculty services in an academic environment.
    
  • Higher education administrative experience, preferred.

  Classified Title: Special Events Manager
  Working Title: Assistant Director of Event Planning and Space Management
  Role/Level/Range: ATP/04/PD
  Starting Salary Range: Min $61,070 - Max $106,710 Annually ($71,890 budgeted; Commensurate wit experience)
  Employee group: Full Time
  Schedule: M-F 830a-5p with weekends and evenings as needed
  Exempt Status: Exempt
  Location: JH at Harbor East
  Department name: Operations
  Personnel area: Carey Business School

  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 for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

  The following additional provisions may apply, depending on 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.

  Note: Job Postings are updated daily and remain online until filled.

• About the company

  The Johns Hopkins University is a private research university in Baltimore, Maryland.

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