The Special Events Coordinator is the primary representative for the Private Events program for the Libraries and Museums of Johns Hopkins University. The position interacts with private events clients, museum representatives, vendors, and the JHU community. The Special Events Coordinator manages the day-to-day operations of the program including security of events to reach annual income targets; establishing staffing and expectations for each event; reviewing and approving all expenses associated with program, coordinating private events needs with museum and library programming, operations, and property needs; facilitating marketing of the program; and working with the Director of Private Events and Head of the Entrepreneurial Library Program to establish short and longer term planning and action. This position coordinates all day-to-day operations of the private events program, including:
Manage all client relations and expectations from initial inquiry to signing of license agreements, including client and vendor walk through and other meetings to identify needs and solutions. Work with events personnel to anticipate needs in order to plan and manage each event accordingly.
Oversee the planning and coordination of staffing for private events including setting expectations and assessing service provided for each event.
Set and monitor customer service standards and expectations among program personnel. Provide feedback where helpful.
Manage maintenance of all rental spaces and equipment including cleaning, maintenance and repairs as necessary.
Oversee marketing and promotion of the Private Events program including development and revision of the web presence, coordination of promotional events, and other promotional activity. Collaborate widely with staff from the Evergreen Museum & Library, George Peabody Library, The Entrepreneurial Library Program, the Sheridan Libraries, and Johns Hopkins University at large.
Represent the EML Events program at all EML staff and planning meetings. Pro-actively communicate with Museum on a daily basis to ensure all museum regulations are being met. Specifically work with the curator, operations manager, and property manager to establish mutually agreeable ways to address matters related to spaces used by all parties.
Approve all scheduling of staff and students at EML and GPL.
Represent the Private Events program at ELP meetings. Work with the Director of Special Events and Head of ELP on planning and strategies for the program.
Provide guidance and advice to the MSEL Development office for special event planning.
Communicate with JHU departments across the School of Medicine and the University on a regular basis, providing current information on EML Events program and assisting in the pre-event planning and coordination on the day of the JH event Financial and Contractual Responsibilities
Review, approve, and execute all client contracts.
Initiate and approve processing of payments and invoices.
Ensure all records are orderly and current, use financial date to provide analysis and recommendations for annual budgeting and planning. Periodically provide analysis and recommendations on pricing and related planning.
Work with Private Events’ director on planning and budgeting for equipment and property replacement, repairs, and upgrades. Monitors budgets for these projects.
Review vendor agreements and ensure agreements account for all property rules, regulations, and expectations.
Note: This position requires occasional weekends and evenings.
The Sheridan Libraries and University Museums encompass the Milton S. Eisenhower Library and its collections at the George Peabody Library, the Albert D. Hutzler Reading Room, the DC Centers, the Evergreen Museum and John Work Garrett Library, and Homewood Museum. Staff from the libraries and museums teach classes, curate exhibitions, produce scholarship and serve as principle investigators for research initiatives. Rich in resources and expertise, the libraries and museums focus on the needs of faculty and students but also serve as ambassadors to communities well beyond the borders of the Hopkins’ campuses. A key partner in the academic enterprise, the library is a leader in the innovative application of information technology and has implemented notable diversity and organizational development programs. The Sheridan Libraries and University Museums are strongly committed to diversity. A strategic goal of the Libraries and Museums is to 'work toward achieving diversity when recruiting new and promoting existing staff.' The Libraries and Museums prize initiative, creativity, professionalism, and teamwork. For information on the Sheridan Libraries, visit www.library.jhu.edu. For information on Evergreen Museum and Library and Homewood Museum, visit www.museums.jhu.edu.
High School Diploma/GED is required.
Three years related experience is required. Four years experience with high quality food service, sales, hospitality, public relations and/or arts entertainment field is preferred. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula. JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience.
Basic knowledge of Microsoft Word and Excel
Excellent communication, client management, and presentation skills is desirable.
Individual must be highly organized and detail-oriented in order to manage multiple priorities and coordinate private events personnel accordingly
Must be able to work independently, represent the University professionally and use sound judgment to address unexpected situations.
Able to communicate with a diverse population which includes the following: private business sector, non-profit businesses, elected government officials, families of all financial and ethnic backgrounds
Problem solving on a daily basis. Evergreen Museum & Library is 26 acres and event rental spaces are inside and outdoor spaces. This position requires pro-active measures to be taken daily to ensure high quality service for clients. The measures that are taken regard many factors that are uncontrollable such as the weather.
Must be a forward thinker. Dealing with clients that are highly emotional due to the fact that they view the event taking place at Evergreen Museum & Library as being one of the most important days of their lives.
Johns Hopkins University - 14 months ago
Founded in 1876 with a $7 million bequest from its namesake, The Johns Hopkins University established its reputation from the beginning by...