Development and Alumni Relations (DAR) supports Johns Hopkins’ focus on research, teaching and patient care, and its role as a national and global leader in higher education. We create and foster enduring relationships that result in advocacy and philanthropic support for Johns Hopkins University & Medicine; strengthening the institution through partnerships with donors, alumni, volunteer leaders, faculty, students, staff, and patients.

Johns Hopkins University supports a flexible work model which includes four different work modalities. This role has a hybrid work arrangement with an onsite presence of 3 days per week. The manager will confirm the team’s core onsite days where the majority/all team members will work in the office. Employees who travel on university business can count those days towards their onsite days.

The Fund for Johns Hopkins Medicine (FJHM) is the dedicated development and alumni relations team supporting the entities that comprise Johns Hopkins Medicine (JHM), including clinical departments, hospitals, satellite clinics, and the School of Medicine. We contribute to Johns Hopkins Medicine’s mission of patient care, research, and education through securing philanthropy, building and maintaining donor and alumni relationships, and supporting institutional priorities. FJHM partners closely with institutional leaders, faculty, and clinicians to engage alumni, patients, donors, and prospects in JHM’s work to advance medicine and improve the human condition.

The Sr. Special Events Coordinator is responsible for proactively planning and implementing Johns Hopkins Medicine development events and supporting School of Medicine alumni events, as needed. The FJHM Events team strives to create unique event experiences for constituents. Such events include professorship installations, alumni reunions, donor recognition and stewardship events, and internal staff gatherings.

Key responsibilities: 

General Event Planning

• Leads, plans, and executes a portion of the Professorship dedications for FJHM each fiscal year – a responsibility shared amongst the members of the FJHM Events team.
• Supports the Sr. Association Director with the planning and execution of Precision Experience events and events that derive from the Dean’s Office as they arise.
• Assists with planning and execution of large-scale events including the School of Medicine reunion, building groundbreakings/dedications, campaign kickoffs and other related events, internal FJHM celebrations, and other events as they arise.
• Event planning tasks include:
• Timeline creation, including creating a list of tasks to be completed during the event planning process and assigning deadlines.
• Development office management, including setting regular meetings with development office colleagues when partnering on an event and advising them as needed throughout the planning process.
• Budget creation and tracking, including tracking and managing all expenses in one master budget to ensure the event does not go over budget.
• Venue selection, negotiation, and coordination, including attending site visits, selecting a venue and negotiating a contract, and arranging walk throughs with vendors and various stakeholders as needed.
• Vendor selection and oversight, including selecting and working with caterers, florists, photographers, audio visual support, graphic designers, printers, etc., reviewing contracts and working with procurement to execute them, and continuing to work with as the event develops.
• RSVP and attendee management, including receiving guest RSVPs, addressing questions as they arise, and sending event reminders with logistical information when needed.
• Event collateral creation and advice, including developing an event collateral plan (programs, directional signage, branding opportunities, etc.), occasionally designing said collateral, and ensuring all collateral is properly set when on-site.
• On-site event management, including managing vendors during load-in, the event, and breakdown, overseeing volunteers, acting as a speaker or leadership liaison, setting up decor and other collateral, and being the general point person for issues that need to be resolved or addressed.
• Post event strategy, including initiating and collecting survey results, developing post event emails, and advising development offices on follow-up strategies to continue engaging constituents.

Leadership Request and Briefings Management

• Manages leadership requests for development events as they arise (for both events managed by the team and those not supported by the team). Leadership includes: the Dean and Vice Dean of the School of Medicine, the President of the Johns Hopkins Health System, the President of the Johns Hopkins Hospital, the President and Provost of the Johns Hopkins University, and members of the JHU Board of Trustees as applicable.
• Related tasks include:
• Receiving requests from FJHM Development Offices and working directly with leadership offices to finalize potential dates for events. This usually involves back and forth communication between leadership offices and the development office, with the Assistant Director acting as the liaison and problem solver as needed.
• Finalizing event dates and appropriately notifying all parties involved, including the VP for FJHM.
• Supports the creation and distribution of leadership briefings for development events. Related tasks include:
• Working with FJHM Development Offices to finalize their event briefings and remarks.
• Receiving drafts and final versions of event briefings and remarks, both suggesting and making edits, and distributing final versions to leadership offices.
• Supporting Development Offices as they work with leadership speech writers to ensue remarks are meaningful and impactful for the constituents involved in the event.

General Duties

• Provides some graphic design services as needed, including invitation, program, and signage design
• Proposes new ideas to improve the event planning and implementation process.
• Conducts research, makes site visits, and finds resources to help staff make decisions about event possibilities by creating and maintaining a list of venues, capacities, catering, accessibility, contacts, hours of operation, and parking options.
• Create and maintain helpful docs from DOFFs – example venue/vendor lists
• Obtain knowledge of the University’s donor database, known as JHAS, and its various modules, especially events management.
• Virtual and hybrid event management – produces and manages both virtual and hybrid events on Zoom and how to work with livestream vendors as needed.
• Routinely use applications like Microsoft Office, Microsoft Teams, Zoom, Cvent, Canva, and MailChimp in daily work and set up and execution of events

• 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
• At least 2 years of experience in event planning or project management, preferrable in a higher education/health care environment and with VIP cliental 
• Experience with both in-person and virtual meeting/event planning, development (preferably in higher education or health care) and marketing ideal
• Works a flexible schedule to accommodate and staff events. May require early mornings, nights, and weekends. Some travel may be required.
• Ability to work professionally with donors, vendors, and faculty and staff as representation of the Fund for Johns Hopkins Medicine.
• Ability to lift 50 pounds, to sit for 8 hours straight, to stand for various time lengths, to walk stairs, and travel.

Classified Title: Sr. Special Events Coordinator 
Job Posting Title (Working Title): Sr. Special Events Coordinator, The Fund for Johns Hopkins Medicine   
Role/Level/Range: ATO 40/E/03/OF  
Starting Salary Range: Minimum: $44,199 - Maximum: $76,752 (targeted salary: $57,000; commensurate with experience) 
Employee group: Full Time 
Schedule: Monday-Friday, 8:30am-5:00pm 
Exempt Status: Non-Exempt 
Location: School of Medicine - East Baltimore Campus 
Department name: 10003241-SOM Admin FJHM SOM Alumni Relations 
Personnel area: School of Medicine