Event Specialist
As a university-wide, independent, interdisciplinary institute, the Johns Hopkins Berman Institute ofBioethics (BI) identifies and addresses key ethical issues in science, clinical care, and public healthboth locally and globally. With more than 40 faculty from five divisions, 50 staff and fellows, andmany students, the BI engages in research, education/training, and policy-oriented activities.
Throughout the year, the BI plans, organizes, and hosts a variety of events that are designed to reacha range of communities and stakeholders. These activities are core to the Institute's mission andinclude symposia, seminar series, multi-day conferences, and endowed lectures and events, all ofwhich involve national and international experts in a variety of fields. The Institute also hostsresearch retreats, board meetings, fundraising events, community lunches, and various other specialevents. The Events Specialist liaises with Institute leadership, faculty, and development and programstaff to strategically plan and implement the above mentioned activities.
Note: For best consideration a cover letter and resume is required
Roles and
Responsibilities:
Independently conceptualize, implement, manage, and evaluate complex events and programs.Provide non-standard, non-routine event expertise for a wide range of events includingendowed/gift supported lectureships and events, university-wide seminars, symposia andmulti-day conferences, board meetings, research retreats, fundraising events, panel discussions,community events, and internal special events.
Develop and utilize knowledge about the Institute to design and manage events.
Lead coordination/planning, developing and implementing event timelines to ensure all events areexecuted efficiently and effectively with a focus on details. Consistently handle multiple eventsand priorities.
Research and recommend appropriate venues that may include hotels, museums, and campusbuildings, performing site visits when required, and oversee rentals, d cor, parking and publicsafety, and other venue matters.
Initiate request for proposals as well as select and negotiate vendors (printers, caterers, A/Vgroups, suppliers, mailing houses, photographers, florists and restaurants, etc.). On an ongoingbasis, review vendors and services for competitive/current pricing as well as proactively researchand contract with new vendors. Work with internal JHU services on various campuses (security,parking, facilities, catering, custodial services, etc.)
Work with the Institute's Communications team to optimize visibility of events.
Coordinate closely with the Institute's Development team on donor and development relatedevents including but not limited to board meetings, donor tours and luncheons.
Establish relationships, liaise, and work effectively with external and internal constituencies,including leadership, faculty, staff, students, board members, donors, dignitaries, speakers,participants, and others.Lead and cultivate collaboration with a broad range of JHUdepartments/centers or external organizations as needed to implement effective events of variousscale and complexity.
Research and implement best practices, maintaining up-to-date knowledge of event principles andappropriate event planning concepts, including knowledge of protocols to ensure that Institute anddonor/participant expectations are met.
Provide necessary follow-up for all event activities. Prepare reports incorporating the analysis ofevent effectiveness and lead efforts to improve and adjust strategy, methods, and practices.
Supervise student and/or volunteer workers while in the event setting. Oversee and lead all aspectsof scheduling, training, task assignment, and/or job direction as needed.
For internal events, purchase event supplements, hands-on setup/preparation, address issues thatarise, and oversee group clean-up/close out of the event. Ensure A/V equipment, tables, chairs,and other event related equipment is configured appropriately for the space and function. Overseethe replacement and/or repair of event items as needed.
Conceptualize, plan, and host Institute-wide training meetings focused on event planning and workwith research/administrative coordinators on effective communication with vendors.
Lead the preparation of budget projections and forecasts on an annual basis for event centeredaccounts. Create and manage budgets and initiate internal approval documents for major Instituteevents, including monitoring of expenditures and preparation of reports. Work closely withInstitute finance team regarding purchasing and accounts receivables.
Staff seminar committee, organizing meetings, working with faculty to set agendas, and ensuringfollow through occurs with various offices. Serve as Institute's point of contact for seminar guestlecturers, ensure that accurate scheduling and program adherence occurs, process and execute allnecessary paperwork, oversee set up of presentations, collect communication pieces (bio, photo,release signatures, etc.), and oversee air/rail travel, transportation, and hotel accommodations.
Staff assigned projects, providing support as needed. Collaborate with the project team to createthe project timeline with objectives and deadlines. Create spreadsheets to track milestones anddata. Correspond with senior leadership, faculty, and staff to obtain and present informationrelated to the project. Organize information in electronic and physical files for easy access.
Develop policy and procedure manuals for individual events and projects.
Other duties as assigned.
. Apply now!Estimated Salary: $20 to $28 per hour based on qualifications.
Throughout the year, the BI plans, organizes, and hosts a variety of events that are designed to reacha range of communities and stakeholders. These activities are core to the Institute's mission andinclude symposia, seminar series, multi-day conferences, and endowed lectures and events, all ofwhich involve national and international experts in a variety of fields. The Institute also hostsresearch retreats, board meetings, fundraising events, community lunches, and various other specialevents. The Events Specialist liaises with Institute leadership, faculty, and development and programstaff to strategically plan and implement the above mentioned activities.
Note: For best consideration a cover letter and resume is required
Roles and
Responsibilities:
Independently conceptualize, implement, manage, and evaluate complex events and programs.Provide non-standard, non-routine event expertise for a wide range of events includingendowed/gift supported lectureships and events, university-wide seminars, symposia andmulti-day conferences, board meetings, research retreats, fundraising events, panel discussions,community events, and internal special events.
Develop and utilize knowledge about the Institute to design and manage events.
Lead coordination/planning, developing and implementing event timelines to ensure all events areexecuted efficiently and effectively with a focus on details. Consistently handle multiple eventsand priorities.
Research and recommend appropriate venues that may include hotels, museums, and campusbuildings, performing site visits when required, and oversee rentals, d cor, parking and publicsafety, and other venue matters.
Initiate request for proposals as well as select and negotiate vendors (printers, caterers, A/Vgroups, suppliers, mailing houses, photographers, florists and restaurants, etc.). On an ongoingbasis, review vendors and services for competitive/current pricing as well as proactively researchand contract with new vendors. Work with internal JHU services on various campuses (security,parking, facilities, catering, custodial services, etc.)
Work with the Institute's Communications team to optimize visibility of events.
Coordinate closely with the Institute's Development team on donor and development relatedevents including but not limited to board meetings, donor tours and luncheons.
Establish relationships, liaise, and work effectively with external and internal constituencies,including leadership, faculty, staff, students, board members, donors, dignitaries, speakers,participants, and others.Lead and cultivate collaboration with a broad range of JHUdepartments/centers or external organizations as needed to implement effective events of variousscale and complexity.
Research and implement best practices, maintaining up-to-date knowledge of event principles andappropriate event planning concepts, including knowledge of protocols to ensure that Institute anddonor/participant expectations are met.
Provide necessary follow-up for all event activities. Prepare reports incorporating the analysis ofevent effectiveness and lead efforts to improve and adjust strategy, methods, and practices.
Supervise student and/or volunteer workers while in the event setting. Oversee and lead all aspectsof scheduling, training, task assignment, and/or job direction as needed.
For internal events, purchase event supplements, hands-on setup/preparation, address issues thatarise, and oversee group clean-up/close out of the event. Ensure A/V equipment, tables, chairs,and other event related equipment is configured appropriately for the space and function. Overseethe replacement and/or repair of event items as needed.
Conceptualize, plan, and host Institute-wide training meetings focused on event planning and workwith research/administrative coordinators on effective communication with vendors.
Lead the preparation of budget projections and forecasts on an annual basis for event centeredaccounts. Create and manage budgets and initiate internal approval documents for major Instituteevents, including monitoring of expenditures and preparation of reports. Work closely withInstitute finance team regarding purchasing and accounts receivables.
Staff seminar committee, organizing meetings, working with faculty to set agendas, and ensuringfollow through occurs with various offices. Serve as Institute's point of contact for seminar guestlecturers, ensure that accurate scheduling and program adherence occurs, process and execute allnecessary paperwork, oversee set up of presentations, collect communication pieces (bio, photo,release signatures, etc.), and oversee air/rail travel, transportation, and hotel accommodations.
Staff assigned projects, providing support as needed. Collaborate with the project team to createthe project timeline with objectives and deadlines. Create spreadsheets to track milestones anddata. Correspond with senior leadership, faculty, and staff to obtain and present informationrelated to the project. Organize information in electronic and physical files for easy access.
Develop policy and procedure manuals for individual events and projects.
Other duties as assigned.
. Apply now!Estimated Salary: $20 to $28 per hour based on qualifications.
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