The Private Events Marketing and Program Coordinator reports to the Director of Private Events. The position is responsible for: a) managing the online presence and marketing of the Private Events program, and b) booking and managing primarily internal event clients for historic venues at Johns Hopkins University.
Specific Duties & Responsibilities:
Client Management and Event Coordination (35%)
Manage client relationships 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.
Manage viewing appointments with clients and cross training colleagues to manage viewing appointments.
Manage walk through appointments with clients and vendors, and cross train colleagues to manage walk through appointments.
Set and monitor customer service standards and expectations among clients and vendors. Provide feedback where helpful.
Provide assistance and back up on weekends for staffing emergencies, and as needed event management for day-time and evening events.
Online Marketing (15%)
Manages execution of online marking plans and activities for the private events office. Utilize local resources to strengthen vendor relationships and attract new client bases. Regular market research to ensure the Private Events Office stays on top of national and local industry trends and best practices.
Contributes to the development of annual marketing plans for the Private Events Program and develops of new online marketing strategies.
Continually builds Internet identity for both venues utilizing online platforms including social media and paid advertising; maintain current calendar dates in all online spaces.
Maintain strong knowledge of market trends and strategies.
Monitors and evaluates marketing initiatives (conduct evaluations, use survey tools to solicit client feedback, analyze website traffic and trends with Google Analytics). Report findings and implement recommended improvements.
Manages regular evaluation of website and all social media. Annual refreshment of websites and ongoing daily curation of social media content.
Refresh and create collateral materials for both venues. Work with colleagues including museum and library communications staff to review materials. Manage distribution of materials.
Build and strengthen vendor partner relationships (photographers, etc.) through social media and online presence.
Coordination of Student Hiring, Event Staff Scheduling, and Vendor Scheduling (25%)
Coordinates scheduling all casual and student staff. Works with the Private Events colleagues to determine staffing for all events, and establishes staffing schedule at all venues.
Supports recruitment of new student staff. Including the processing of hiring paperwork.
Responsible for onboarding student staff by a) ensuring standard systems (e.g. timecards) are put in place. b)range of training experience is achieved, and c) venue specific training completed.
Coordinates scheduling with contractual vendors (security, cleaning, etc.) for all Private Events venues.
Administrative Support (20%)
Supports day-to-day office operations. Serves as back-up to the Private Events Coordinator in managing client and vendor contact when the Private Events Coordinator is unavailable.
Works with Private Events Coordinator in the processing of incoming business leads and inquiries, specifically manage all inquiries received by email. Place holds and books viewing appointments.
Prepares and sends client agreements, managing communications accordingly.
Processes incoming payments and rental agreements. Prepare and track all payments before they are submitted to ELP Budget Specialists. Point of contact with all clients on payment and contact issues.
Updates calendars so that Museum and Library colleagues can see the event information as it comes in.
Prepares and distributes to event managers all detailed event notes concerning event times, vendor arrivals, staffing and more. Responds to and addresses issues about the event notes sent after events.
Supports onboarding and training of new event managers in collaboration with the Director and the Coordinator roles.
Updates dashboard metrics on a monthly basis to support analysis of program sales.
Ongoing Program Support (5%)
Works with Private Events’ Director planning and budgeting for equipment and property replacement, repairs, and upgrades.
Completes pricing reviews including competitive analysis and makes pricing recommendations for the Director of Private Events.
Works on special projects including training, documentation, research and piloting of new initiatives.
Minimum qualifications (mandatory):
High school diploma or GED plus 3 years related experience with high quality sales, hospitality, public relations and/or arts entertainment or other related field is required
Additional education may be substituted experience to the extent permitted by the JHU equivalency formula.
Experience managing social media presence with a track record of success (e.g. Facebook, Instagram, Pinterest, etc.)
Experience maintaining and updating websites, preferably in WordPress.
Excellent communication skills, including writing, proof reading skills, and speaking.
Excellent interpersonal skills, with a high degree of professionalism.
Highly organized and detail oriented in order to manage multiple priorities and coordinate private events personnel accordingly. Ability to work independently, represent the University professionally and use sound judgement to address unexpected situations.
A commitment to outstanding customer service.
Solid computer skills. (Microsoft Suite, Google Suite, Adobe and WordPress)
Experience with event planning and management.
Experience managing client relationships.
Experience troubleshooting and resolving unexpected event related issues.
Experience with hospitality or museum environments preferred.
Bachelor’s degree desired.
Any specific physical requirements for the job:
Ability to remain in a stationary position for sustained periods of time, generally lasting 8-10 hours.
Ability to move about on foot to accomplish tasks, particularly for long distances, moving from one work site to another in variable weather conditions.
Ability to frequently ascend or descend stairs, ramps, ladders, and the like both within building structures and outside property is required.
Ability to occasionally move equipment weighing up to 30 pounds is required.
Work Environment/Conditions and Additional information:
Although regular mid-day hours will be established Monday through Friday the position is occasionally expected to work evening or weekends to provide additional events management support.
The candidate, during work activities, will be subject to both internal and external environmental conditions. Activities occur inside and outside including in inclement weather.
Classified Title: Special Events Coordinator Working Title: Private Events Marketing & Program Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.42 - $21.03/hour Employee group: Full Time Schedule: Monday - Thursday, 10am - 4pm - Friday 10am - 3pm Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 10000081-Entrepreneurial Library Program Personnel area: Libraries
The successful candidate(s) for this position will be subject to a pre-employment background check.
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 HR Business Services Office at firstname.lastname@example.org. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
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.
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