STEM Outreach Events Planner (Center for Educational Outreach)

The Center for Educational Outreach (CEO) within the Whiting School of Engineering at Johns Hopkins University is seeking a STEM Outreach Events Planner to be responsible for the implementation, logistical support, promotion, recruitment of Baltimore City schools and/or students, and data collection of events for many of the Center's programs such as Charm City STEM League, Campus Outings, Family Engineering Day, and Tower of Power.  CEO has significant impact on the future science, technology, engineering, and math (STEM) workforce by increasing the number of STEM leaders from underrepresented groups. Our mission is to engage JHU faculty and students to inspire and prepare PK-12 students in STEM education and careers. CEO is the resource for Johns Hopkins University STEM faculty and students looking to do STEM educational outreach for PK-12 students or teachers in Baltimore City Public Schools.

This role reports to the CCSL Program Administrator and is a casual role with a varied schedule that will likely work an average of 5 – 20 hours per week, depending on the time of year and event calendar.

The Events Planner 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 described above

• Recruit and train event volunteers to implement STEM outreach activities
• Communicate with K-12 teachers and school administrators to coordinate permission slips and bus transportation
• Support implementation of compliance policies and procedures for events engaging minors including collecting participation waivers, creating emergency plans, etc.

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 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)
• Previous experience with Science Olympiad program

• Experience with planning events for K-12 student and school audiences

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.

On call or non-standard work hour requirements:

• Local travel to off-site events, Baltimore City school buildings, and businesses required. Some evenings and weekends will be required.

Physical Requirements

• Ability to navigate event venues and oversee both indoor and outdoor on-site event logistics

Classified Title: Events Planner 
Job Posting Title (Working Title): STEM Outreach Events Planner (Center for Educational Outreach)   
Role/Level/Range: ATP/03/PB  
Starting Salary Range: $20.81 - $36.37 HRLY (Commensurate w/exp.) 
Employee group: Casual / On Call 
Schedule: M-F, 5-20 hours wkly, some weekends required 
FLSA Status: Exempt 
Location: Hybrid/Homewood Campus  
Department name: Center for Educational Outreach   
Personnel area: Whiting School of Engineering