Job Req ID: 114585
Events Specialist- AAP
Advanced Academic Programs (AAP), a division in the Krieger School of Arts and Sciences at Johns Hopkins University, seeks an experienced and dynamic Events Specialist - AAP to support all AAP event initiatives, online and on-campus. This role will assist with coordinating details for recruiting events, Associate Dean’s Office’s events, tours for prospective students, program initiatives (marketing and admissions, including career fairs, speaker series, advisory board functions, forums, and co-sponsored events) and the AAP graduation ceremony.
Each year, AAP enrolls more than 6,000 graduate students, both part-time and full-time, in more than 25 distinctive professional graduate degrees, post-baccalaureate certificates, and microcredential offerings. Over 77% of AAP’s enrollments are through the online programs, otherwise classes occur on campus, either in Washington, D.C., or Baltimore. The AAP Marketing and Communications team is also responsible in supporting a significant summer portfolio of courses and programs offered at the pre-college and undergraduate levels. Each year, the Office of Summer and Intersession Programs enrolls more than 4,000 students.
The Marketing and Communications team within AAP seeks to reinforce a vision that integrates inventive marketing initiatives to highlight the value of its educational offerings and the success of its students. Under the direction of the AAP Events Manager, the Events Specialist joins our team of professionals dedicated to supporting new student recruitment and retention, program marketing, and strategic reinforcement of the JHU-AAP brand. This position works closely with the AAP Marketing and Communications team, the AAP Admissions team, the Summer at Hopkins team, and internal university partners in achieving the division’s marketing and enrollment objectives for each program. This position will provide support in planning, running, and evaluating the effectiveness of each AAP event. A strong focus will be placed on reinforcing thought leadership events and new student recruitment, while also delivering a superior student experience.
A successful Events Specialist will build a robust network within Hopkins and across the higher education industry and will help to conduct planning meetings with program staff and office staff, traffic event promotion collateral, coordinate pre-and post-registration communications, and assist with room requests, AV requests, vendor orders, and on-site logistics.
The hybrid position combines remote work with a space at 555 Pennsylvania Avenue NW, Washington, D.C., in addition occasional travel to the Baltimore Homewood campus or to convention/trade-show locations will be expected.
Note, please note that this position is not eligible for visa sponsorship.Specific Duties & Responsibilities70% Event Support

• Track event requests and participate in event kick-off meetings.
• Assist with equipment set-up requests, AV management, catering management, and general vendor management.
• Contribute to pre-event planning and promotional efforts, such as creating signage and collateral, submitting catering and other vendor orders, requesting event space, security logistics, and other tasks as needed.
• Support the collection of event RSVPs.
• Distribute regular RSVP and attendance reports to departments and programs.
• Help to set-up event spaces, including moving furniture, set up tables, chairs, boxes, decorations, and displays.
• Provide on-site event registration support.
• Confidently speak on behalf of our program offerings during events and within in-person booth settings.
• Coordinate and participate in event set-up and tear down alongside university departments and external vendors.
• Lead tours of relevant JHU facilities for prospective students and other interested parties.
• Aid in the maintenance of the AAP event calendar.

20% Operations Assistance

• Contribute to planning software use.
• Provide knowledge as needed of event spaces, their respective capacities, and capabilities.
• Serve as a university representative at events and support all university and AAP policies and procedures.
• Mitigate event risk by supporting compliance with legal, health, and safety regulations.

10% Budget Coordination

• Track event costs in a timely and comprehensive manner.
• Work with the Marketing and Communications team to set projected costs.

Special Knowledge, Skills, & Abilities

• Highly effective communicator with an audience-first mindset.
• Able to work under deadline pressure and manage competing priorities.
• Detail-oriented with ability to prioritize tasks, accurately complete work under tight deadlines, and provide timely and accurate responses to event requests.
• Strong interpersonal skills and a collaborative nature.
• Works well independently and can accomplish projects with little direction.
• Well-honed time-management and organizational skills.
• Excellent written and verbal communication skills.
• Willingness and availability to work evening and early morning events, along with occasional weekends.
• Experience with Microsoft Office Suite, various graphic design programs, event management software, and social media promotion.

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

• Bachelor’s Degree preferred.

Specific Physical Requirements

• Must be able to carry boxes weighing up to 30 lbs.

Classified Title: Sr. Special Events Coordinator
Job Posting Title (Working Title): Events Specialist- AAP
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.00 - $28.75 - $36.50 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: M-F, 8:30 a.m. to 5 p.m. Occasional evening and weekend hours.
Exempt Status: Non-Exempt
Location: Hybrid/District of Columbia
Department name: AAP Marketing
Personnel area: School of Arts & Sciences
Total RewardsThe referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. 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/.
Education and Experience EquivalencyPlease 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 Completing StudiesApplicants 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.
Background ChecksThe 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.
Diversity and InclusionThe 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 EmployerAll 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 Lawhttps://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf
Accommodation InformationIf 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 https://accessibility.jhu.edu/.
Vaccine RequirementsJohns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. 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. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. 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 upon 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.
Hybrid: On-site 1-2 days a week