Events Planner (Johns Hopkins Institute for Planetary Health)

Johns Hopkins, founded in 1876, is America's first research
university and home to nine world-class academic divisions working
together as one university.

We are seeking an Events Planner who will
conceptualize, implement, manage, and evaluate complex events and
programs in collaboration with appropriate leadership. This role
will provide non-standard, non-routine event expertise and utilize
extensive knowledge about the division, department and/or center in
the design and management of events.

Specific Duties & Responsibilities

Work with divisional/departmental/center leadership to plan and
facilitate events on campus and at outside venues. This may
include, but is not limited to,

Develop the theme, style, and language for communications,
including invitations or event promotion.
Provide information to determine appropriate venue for various
events.
Work closely with the appointed contact, on the style, flow,
and layout of each event.
Create and maintain project schedules.
Ensure timelines are met, ensuring the accuracy of invitations,
RSVP lists, programs, and all related details (e.g. dietary needs
and other needs lists)
Coordinate all arrangements such as catering, rentals,
custodial services for set-ups and clean-up, flowers.
Work within the budget determined for the fiscal year.
Create event briefings for each leadership contact as
needed.
May manage all outside contracts with vendors, including event
companies, caterers, florists, printers, transportation companies,
etc. to support in-person and virtual events.
Maintain proper inventory of event supplies.
May manage and approve invoices and expenses using Hopkins
systems.

Collaborate with divisional/departmental/center leadership to
develop an annual calendar of events.
May collaborate with Marketing & Communications on design
and implementation of marketing plans for events and preparation of
promotional and day-of materials, including invitations, email
communication, social media posts, and collateral.
Work with leadership to conceptualize events, including setting
goals and target audiences, recruiting and preparing speakers,
collaborating with partner organizations, developing agendas,
managing guest lists, etc.
Provide day-of support for events, and/or support and prepare
other staff to manage events as appropriate.
Manage or assist in the management of relationships with
vendors, hotels, venues, and external organizations.
Create event experiences that are inclusive and
accessible.
May prepare briefings, status updates, reports, summaries,
presentations, and other work products for dissemination to
internal and external partners.

Digital Events & Production

Stay current on industry software, e.g. Social Tables,
InitLive, Formstack, Eventbrite, Cvent, and Boomset to improve
event planning processes.
Train colleagues and stakeholders on platforms to help enhance
their digital event planning experiences.
Use software such as Teams, Zoom, and IBM Player to facilitate
virtual events including live-streaming programming, podcasts, and
other externally facing broadcasts.
Other duties as assigned.

In Addition to the Duties Listed Above

The Johns Hopkins Institute for Planetary Health (JHIPH) is a
leading organization at the forefront of Planetary Health, a new,
rapidly growing global field and social movement focused on
understanding the human health impacts of our disruption and
transformation of Earth's natural systems and the solutions
necessary to address these challenges. Never before has humanity's
footprint on the natural world been so large or so threatening to
human health and well-being.

The JHIPH mission is to catalyze scholarship and practice of
Planetary Health across the University; bring together a cohesive
community of practice; and establish JHU as a global leader in
addressing the global health and humanitarian dimensions of the
Earth crisis. JHIPH also collaborates with the Planetary Health
Aliance (PHA) which is a growing global consortium of over 535
institutions in more than 80 countries, and 35,000+ individuals,
advancing Planetary Health understanding by convening experts;
creating, gathering, and distributing educational materials; and
curating, synthesizing, and disseminating evidence to inform and
activate the Planetary Health community and broader society.

JHIPH is seeking a detail-oriented and motivated Events Planner
to support the JHIPH and PHA growing teams in building a
transdisciplinary community dedicated to advancing the field of
Planetary Health through the University and beyond. The Events
Planner will work in close collaboration with Program Personnel,
Faculty, Executive Director and other staff in both JHIPH and PHA
to strategize, plan, and execute events (e.g. large dinners,
symposia, and other convenings) which will build community, create
identity, and mobilize action. The Events Planner will officially
report to the JHIPH Sr. Administrative Manager and,

Ensure events are tailored to the needs of specific audiences
(e.g. JHU faculty, JHU students, and/or external guests and
partners).
Must collaborate closely with the Communications team on event
dissemination and marketing.
Must collaborate closely with Program staff across the
Department, Institute and the Alliance on program-specific events
and convenings, providing either support or leadership of those
events, as needed.
Must collaborate when needed with the Director of Leadership
Giving for events that are intended to engage donors and advance
the development portfolio.

Physical Requirements:

Occasionally lifting and carrying objects weighing 30 lbs. or
less
Occasionally pushing and pulling objects weighing 50 lbs. or
less

*Please include a cover letter describing your interest and
qualifications for this position.

*This position may require infrequent travel and may require
shifting working hours to accommodate evenings and weekend
events.

Minimum Qualifications

Bachelor's Degree.
Two years of related experience.
Experience in coordinating events in a higher education or
comparable setting.
Ability to work occasional evening and weekend hours, with some
travel.
Additional education may substitute for required experience and
additional related experience may substitute for required education
permitted by the JHU equivalency formula beyond a high school
diploma/ graduation equivalent, to the extent permitted by the JHU
equivalency formula.

Preferred Qualifications

Experience running complex and large events such as
conferences, peer learning networks, and symposiums.
CMP (Certified Meeting Professional) through the Convention and
Industry Council (CIC)

Excellent interpersonal skills, including relationship
building, stakeholder management, and engagement with individuals
and organizations from cultures locally and around the globe.
Knowledge and/or demonstrated experience or interest in the
area of global environmental change and public health, as it
relates to Planetary Health.

Technical Qualifications or Specialized Certifications

CMP (Certified Meeting Professional) through the Convention and
Industry Council (CIC)

Technical Skills and Expected Level of Proficiency

Budgeting - Developing
Event Planning - Developing
Guest Relations - Developing
Invoicing - Developing
Menu Planning - Developing
Public Relations - Developing
Vendor Management - Developing
Vendor Relationship Management - Developing

The core technical skills listed are most essential;
additional technical skills may be required based on specific
division or department needs.

Classified Title: Events Planner

Role/Level/Range: ATP/03/PB

Starting Salary Range: $46,200 - $80,800 Annually (Commensurate
w/exp.)

Employee group: Full Time

Schedule: Monday to Friday: 9:00am – 5:00pm

FLSA Status: Exempt

Location: Hybrid/School of Public Health

Department name: Institute for Planetary Health

Personnel area: School of Public Health

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 [email protected]. 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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