Administrative Events Coordinator

Johns Hopkins Carey Business School is seeking an Administrative Events Coordinator. The Administrative Events Coordinator is responsible for coordinating a wide range of departmental events/activities for OFR and the Research Centers, administrative duties, and project support of the Office of Faculty and Research (OFR). Duties require event & activity planning/staffing, customer service, problem-solving, attention to detail, discretion, creativity, and initiative. This position may occasionally be required to travel to Washington D.C. 

Specific Duties & Responsibilities

Project & Event Support (60%)

• Works with Carey's Event Planning & Space Management (EPSM) team as OFR’s primary POC for High Profile (Tier 1) events to host academic research conferences in DC and Harbor East.
  
• Creates registration link, manages the collection of registration fees, oversees paper submissions and collection of submission fees, reserves offsite hotel rooms for guest speakers, manages the reimbursement process for transportation for guest speakers, assists with Zoom support, orders branded items for giveaways, provides day-of staffing, assists with managing the budget, and prints nametags, name tents and supplies for academic research conferences.
  
• Assists with planning efforts and day-of support for the Quarterly Dean’s Meeting with Faculty. Includes printing nametags, registration lists, and managing day-of registration.
  
• Coordinates Medium Profile (Tier 2) events, such as workshops, meetings/retreats, and departmental event/activities – planning logistics that include securing event space, ordering food and beverages, ordering supplies, making travel arrangements, obtaining and placing signage, and ensuring appropriate dcor (floral, linens, color schemes, etc.) to meet the quality expectations of the nature of the events. This includes our Guest Speaker in the Classroom, Adjunct Faculty Orientation & Meetings, Diving into the Disciplines (DID), Navigating Academic Life (NAL), HBHI, Quarterly Faculty meetings, etc.
  
• Manages catering orders onsite in DC & Harbor East for events/meetings for Tier 2 and Tier 3 events.
  
• Submits Loading Dock Requests and catering orders to Carey Event Planning & Space Management.
  
• Assist with taking minutes during Faculty Meetings when needed.
  
• Proposes new ideas to improve the event planning and implementation process.
  
• Finds solutions for any problems that arise during the event.
  
• As needed, prepare name tags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc.
  
• On occasion, available on the weekends and evenings to staff special events.
  

General Administrative Support (20%)

• Provide outstanding customer-oriented services to internal and external constituents, such as faculty members, staff, guests/visitors, and research centers.
  
• Requires contact with employees at all levels of the organization, both internal and external customers.
  
• Annual Call for Academic Conference Proposals – initiate, collect, track requests and update the spreadsheet for proposals. Prepare internal approval form for Vice Dean signature and circulation amongst the committee/team.
  
• Schedules review meeting for planning committee for Annual Call for Academic Conference Proposals.
  
• Maintain SSRN submissions (monthly).
  
• Assist faculty and OFR staff with scheduling/reservation requests of other Carey spaces.
  
• Assist with hotel accommodations, arrival at Carey, and presentation site when needed.
  
• Maintains Faculty Events shared calendar.
  
• Assist with reserving faculty hotel offices in Harbor East; works with Carey Operations to reserve faculty hotel space in Washington DC if needed.
  
• Creates and edits Word documents, Excel spreadsheets, and PowerPoint presentations for various meetings and presentations, including meeting minutes per the manager's discretion.
  
• Processes UPS shipments and general mail for the unit.
  

Financial Related (15%)

• Maintain procurement card (PCard) for events and general purchases for OFR and research centers.
  
• Prepare travel expense reports via SAP Concur for full-time senior faculty.
  
• Follows up with guests and collects receipts and other necessary information for Guest Speaker in the Classroom reimbursements to give to the Budget Analyst/Specialist.
  

Miscellaneous (5%)

• Assists with school-wide functions that require broader support, such as Graduation (May & August) and New FT Faculty Orientation.
  
• Order business cards and name tags for new faculty.
  
• Other duties as assigned.