Program and Events Manager; SOM Office Dean

The Program and Events Manager will shape the strategic direction of on-site events and related digital engagement. This role supports high-level national and local events with widespread attendance and complex planning logistics. This position will lead a team to plan, manage, and execute all aspects of virtual and in-person events for a division, department, or center.

• Develop an events strategy and categorization of events, with accompanying goals, staffing and workflow plans, aligned with the agreed-upon strategic goals and priorities of the designated area.
• Prepare and oversee annual budget projections for events and share with leadership.
• Develop and maintain an annual events calendar.
• Collaborate and partner with other university offices and external partners to plan, coordinate and execute events.
• Establish relationships, liaise, and work effectively with external and internal constituencies to successfully develop and execute events.
• Manage external vendor relationships to support virtual and in-person events.

• Serve as the project manager for all events.
• Develop and enforce production timelines; distribute comprehensive event plans including logistical coordination to ensure that events are executed to the highest degree of excellence, accuracy, professionalism, and customer service.
• Manage and coordinate the division/department/center events team which may include events staff, campus operations, marketing and communications, IT, student affairs, and other stakeholders.
• Track events throughout each fiscal year, exercising independent judgment to advance event planning as appropriate throughout the year.
• Work with the Marketing & Communications team on the promotion of events.
• Coordinate with the appropriate teams on the technology needs to support virtual and in-person events
• Work with stakeholders to collect all content needed for events. Serve as project manager and work with design team or external designers on content creation and development of promotional materials for events, including invitations, collateral materials, and printed programs.
• Maintain continuity and consistency of the university/school brand.
• Independently monitor that events are being executed according to the preapproved budget and plans.

• Stay current on industry software, e.g. Social Tables, Init Live, Formstack, Eventbrite, Cvent, and Boomset to improve event planning processes.
• Network with company representatives and Hopkins employees utilizing these programs and make implementation recommendations where relevant to meet needs.
• 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.
• Oversee analysis of engagement metrics for events.

• Create budgets, negotiate and administer contracts with local vendors.
• Work directly and effectively with vendors, e.g. printers, caterers, A/V, suppliers, mailing houses, photographers, florists, and restaurants
• Conduct site visits of venues.
• Finalize event arrangements by conducting walk-through with host, caterer, and other vendors as required.
• Determine necessary venue preparation, catering schedule, rental drop-off/pick-up, entertainment, decor, parking and public safety, communications, multimedia needs, equipment needs, and related issues.

• Collaborate with appropriate teams regarding needed equipment and tentative setups.
• Communicate event needs to custodial operations.
• Assist clients with questions and concerns regarding space reservations, equipment needed, and related processes.
• Oversee the RSVP tracking and confirmation process.
• Recruit, select, and direct volunteers at events.
• Manage event registration.
• Troubleshoot issues as they arise during events.
• Supervise event load-out and cleanup.

• Analyze and evaluate new property prospects for event rental
• Analyze potential client value and attractiveness, space concerns and constraints, security needs, vendor access, health and safety risks.
• Provide expert advice on management of large-scale event programs, including vendor and client contractual recommendations and considerations.
• Other duties as assigned.

• Plan and execute events that advance diversity, inclusion, and belonging initiatives.
• Collaborate effectively with diverse stakeholders (faculty, students, staff, and community partners) to support institutional D&I priorities.
• Plan, organize, and execute a variety of events, ranging from social gatherings to educational conferences.
• Develop communications and materials that reflect inclusive language and practices.
• Utilize strong communication and design skills to create engaging event materials and promotional content independently, reducing…