Johns Hopkins University
Private Events Marketing & Program Coordinator
Johns Hopkins University, Baltimore, Maryland, United States, 21276
The Johns Hopkins University is seeking to hire a Private Events Marketing and Program Coordinator who will report to the Director of Private Events. The position is responsible for: a.) booking and managing event clients for historic venues at Johns Hopkins University, and b.) managing the online presence and marketing of the Private Events program.
Specific Duties & Responsibilities
Event Booking & Client Management (50%)
Process all incoming business leads and inquiries, specifically manage all inquiries received by email and phone. Place holds and book viewing appointments. Answer inquiries and questions in a timely manner according to customer service standards.
Manage viewing appointments with clients and cross training colleagues to manage viewing appointments. Use Calendly to schedule and manage viewing appointment calendar.
Lead viewing appointments to prospective clients during the weekdays.
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 contract issues.
Updates calendars so that Museum and Library colleagues can see the event information as it comes in.
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.
When needed, assist Private Event Coordinator with 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 were helpful.
Provide assistance and back up on weekends for staffing emergencies, and as needed event management for daytime and evening events.
Marketing (25%)
Manages execution of 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.
Develop and manager annual marketing plans for the Private Events Program and develops new marketing strategies to grow the program and bring in new business.
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. Regular refreshment of websites and ongoing daily curation of social media content.
Manage social media accounts for both venues. Maintain a calendar for regular social media content and respond to direct messages.
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.
Follow up with event photographers and videographers to receive photo and video content to use for marketing purposes.
Follow up with private event clients to get feedback and reviews on online platforms.
Assist Director of Private Events with planning and managing of marketing events and initiatives including open houses and industry marketing events.
Liaise with museum and library communications colleagues to maintain JHU and divisional brand identity.
Coordination of Student Hiring, Event Staff Scheduling, and Vendor Scheduling (15%)
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. Communicate directly with casual and student staff to get availability and fill in staffing schedules.
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. Maintain strong relationships with contract vendors and regular communication.
Ongoing Program Support (10%)
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’ 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.
When needed, assist Private Events Coordinator with preparing and distributing 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.
Cross train with Private Events team members to support additional duties as needed.
Performs other duties as assigned.
Knowledge, Skills, and Abilities
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)
Physical Requirements
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
The candidate, during work activities, will be subject to both internal and external environmental conditions. Activities occur inside and outside including in inclement weather.
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.
Minimum Qualifications
High School Diploma or graduation equivalent.
Three years related experience.
Additional education may substitute for experience to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
Bachelor’s Degree.
Experience with high quality sales, hospitality, public relations and/or arts entertainment or other related field.
Experience with event planning and management.
Experience managing client relationships.
Experience troubleshooting and resolving unexpected event related issues.
Experience with hospitality or museum environments.
Experience with paid marketing and advertising.
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.
Classified Title: Special Events Coordinator
Job Posting Title (Working Title): Private Events Marketing & Program Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $18.20 - $33.90 HRLY ($45,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Monday through Friday, 9am-5pm
Exempt Status: Non-Exempt
Location: Hybrid/Homewood Campus
Department name: Private Events
Personnel area: Libraries
Equal Opportunity Employer:
Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.
Specific Duties & Responsibilities
Event Booking & Client Management (50%)
Process all incoming business leads and inquiries, specifically manage all inquiries received by email and phone. Place holds and book viewing appointments. Answer inquiries and questions in a timely manner according to customer service standards.
Manage viewing appointments with clients and cross training colleagues to manage viewing appointments. Use Calendly to schedule and manage viewing appointment calendar.
Lead viewing appointments to prospective clients during the weekdays.
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 contract issues.
Updates calendars so that Museum and Library colleagues can see the event information as it comes in.
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.
When needed, assist Private Event Coordinator with 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 were helpful.
Provide assistance and back up on weekends for staffing emergencies, and as needed event management for daytime and evening events.
Marketing (25%)
Manages execution of 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.
Develop and manager annual marketing plans for the Private Events Program and develops new marketing strategies to grow the program and bring in new business.
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. Regular refreshment of websites and ongoing daily curation of social media content.
Manage social media accounts for both venues. Maintain a calendar for regular social media content and respond to direct messages.
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.
Follow up with event photographers and videographers to receive photo and video content to use for marketing purposes.
Follow up with private event clients to get feedback and reviews on online platforms.
Assist Director of Private Events with planning and managing of marketing events and initiatives including open houses and industry marketing events.
Liaise with museum and library communications colleagues to maintain JHU and divisional brand identity.
Coordination of Student Hiring, Event Staff Scheduling, and Vendor Scheduling (15%)
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. Communicate directly with casual and student staff to get availability and fill in staffing schedules.
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. Maintain strong relationships with contract vendors and regular communication.
Ongoing Program Support (10%)
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’ 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.
When needed, assist Private Events Coordinator with preparing and distributing 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.
Cross train with Private Events team members to support additional duties as needed.
Performs other duties as assigned.
Knowledge, Skills, and Abilities
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)
Physical Requirements
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
The candidate, during work activities, will be subject to both internal and external environmental conditions. Activities occur inside and outside including in inclement weather.
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.
Minimum Qualifications
High School Diploma or graduation equivalent.
Three years related experience.
Additional education may substitute for experience to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
Bachelor’s Degree.
Experience with high quality sales, hospitality, public relations and/or arts entertainment or other related field.
Experience with event planning and management.
Experience managing client relationships.
Experience troubleshooting and resolving unexpected event related issues.
Experience with hospitality or museum environments.
Experience with paid marketing and advertising.
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.
Classified Title: Special Events Coordinator
Job Posting Title (Working Title): Private Events Marketing & Program Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $18.20 - $33.90 HRLY ($45,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Monday through Friday, 9am-5pm
Exempt Status: Non-Exempt
Location: Hybrid/Homewood Campus
Department name: Private Events
Personnel area: Libraries
Equal Opportunity Employer:
Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.