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 & Responsibilities

70% 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.

• 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.

• 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