Events Experience Coordinator - Military veterans preferred

The Maryland Judiciary offers a generous benefit package including medical, dental, vision, life insurance, paid time off, paid holidays, tuition assistance, continuing education programs, employee assistance programs, and State Retirement and Pension plans. Telework, up to 2 days per week, may also be available. Telework eligibility is based on job functions and the approval of the Administrative Head.

Essential Job Functions:  

The Events Experience Coordinator provides comprehensive logistical, technical, and operational support for a wide range of events, including educational programs, workshops, conferences, and meetings. Key responsibilities include preparing and resetting event spaces, assisting presenters, ensuring compliance with accessibility and safety standards, setting up audiovisual equipment, and supporting hybrid learning environments. Ensures catering is delivered as expected and keeps coffee stations and catering supplies replenished throughout events. The role also involves providing instructional guidance to event requestors and trainers on how to use the available technology in the rooms, as well as assisting in processing room reservations, helping to coordinate catering logistics, and maintaining event supply inventories.

Additionally, the Events Experience Coordinator supports uploading digital signage, printing catering signage, assists with testing and implementing new AV equipment, and serves as a designated floor warden to support emergency preparedness. By communicating clearly, coordinating effectively, and maintaining a customer-focused approach, this role plays a vital part in supporting the delivering high-quality educational experiences aligned with the Judiciary?s strategic initiatives.

Essential Duties and Responsibilities:

Event Support

Ensures the successful setup, execution, and breakdown of events and meetings by providing hands-on logistical support and maintaining event space readiness throughout the event lifecycle.

Key responsibilities include:

Prepares event spaces before, during, and after scheduled events, meetings, or activities in MJC training and conference rooms.

Prints and follows setup instructions and room layout diagrams outlined by the Senior Events Coordinator, Special Events Coordinator, Educational Facilities Supervisor, or event organizer/point of contact.

Moves and arranges furniture and equipment and opens/closes air walls to support event configurations.

Serves as a first point of contact for vendors, greeting them upon arrival and notifying the Senior Events Coordinator or Special Events Coordinator.

Secures cables, power strips, and extension cords using gaff tape to ensure safety and accessibility.

Conducts walkthroughs to ensure rooms are clean, properly configured, and fully equipped before participants arrive.

Greets event requestors or organizers on-site and remains available for last-minute support needs.

Provides event requestors or organizers with basic housekeeping information.

Assists with the preparation and smooth transition of guest speakers and faculty during special events.

Follows all safety and accessibility protocols in compliance with Judiciary policies and ADA standards.

Communicates effectively with team members, trainers, program managers, and event organizers to ensure setup expectations and timelines are met.

Ensures all equipment is turned off, accounted for, and properly stored after events.

Cleans and resets rooms post-event, returning spaces to their standard configuration or reconfiguring for the next event.

Participates in regular Educational Facilitates team meetings to provide feedback and suggest improvements for events support.

Catering

Oversees the coordination, setup, and maintenance of catering services and refreshment stations to ensure timely delivery and a positive participant experience.

Key responsibilities include:

Prepares, maintains, and cleans coffee stations, catering areas, and kitchenette event stations before, during, and after meetings or events.

Sets up and maintains refreshment stations throughout the day, ensuring they are well-stocked and functional.

Serves as the first point of contact for catering delivery staff, greeting them upon arrival and communicating any necessary setup changes for current deliveries.

Confirms receipt and accuracy of catering deliveries, communicates order status to the Senior Events Coordinator or Special Events Coordinator, and recommends solutions and follows instructions on how to proceed with the discrepancies.

Manages catering leftovers by organizing and storing items appropriately.

Creates, edits, and prints catering-related signage and materials, such as reservation forms and weekly lunch and dinner menus.

Edits and maintains digital catering forms used for weekly planning and communication.

Assists with processing of catering orders.

Technology

Manages the setup, operation, and troubleshooting of audiovisual (AV) and digital systems to support seamless delivery of hybrid and in-person events, while maintaining readiness of shared equipment and spaces.

Key responsibilities include:

Checks, sets up, and maintains audiovisual equipment, including podium laptops, lab computer stations, microphones and batteries, cameras, and related tools.

Supports the setup and coordination of hybrid events, including preparation of virtual meeting technology and testing of video/audio connections.

Tests, adjusts, and troubleshoots the existing and/or newly acquired audiovisual system in MJC training and conference rooms, including Crestron AV systems, podium laptops, control keypads, microphones, and projectors.

Supports the setup and operational readiness of newly acquired AV equipment and identifies issues for escalation when necessary.

Assists with training team members or event organizers on the basic use of AV equipment or room features.

Assists in testing updates or new integrations in Crestron or other AV systems before high-profile events.

Maintains inventory of printed signage materials and digital content, ensuring timely updates and replacements.

Prepares and posts daily event information on MJC digital display boards.

Provides technical support for virtual learning environments, such as teaching studios, to ensure smooth and effective delivery of webinars and instructor-led classes.

Identifies and reports malfunctioning or damaged equipment to the Senior Events Coordinator or Special Events Coordinator to coordinate timely repair or replacement.

Room Reservations

Supports the processing, scheduling, and confirmation of room reservation requests by maintaining accurate records, resolving conflicts, and communicating effectively with event requestors.

Key responsibilities include:

Assists with processing room reservation, ensuring accurate scheduling and identifying potential conflicts.

Notifies and confirms with requestors the status of room reservations, escalating conflicts to the Senior Events Coordinator or the Special Events Coordinator for resolution.

Documents recurring issues with the room reservations process and shares trends with the Senior Events Coordinator and the Special Events Coordinator for process improvement.

Inventory Management

Maintains inventory of event supplies.

Key responsibilities include:

Tracks and maintains inventory levels of event support items, such as batteries, flipchart stands, flipchart paper pads, markers, gaff tape, extension cords, power strips, power stations, HDMI cables, SDI cables, and other frequently used materials.

Alerts the Senior Events Coordinator or Special Events Coordinator when supplies are low and assists with restocking to ensure all items are readily available for upcoming events.

Maintains an organized inventory storage area and conducts periodic audits to ensure supply accuracy.

Updates digital logs or databases used for tracking inventory or maintenance needs.

Assists with assembling newly acquired equipment and gathers equipment for offsite or high-profile events.

Offers suggestions for improving inventory processes and storage solutions.

Provides feedback on the usability and functionality of newly acquired tools or equipment after implementation.

Operational Support

Collaborates with team on integrating new initiatives, adapting to evolving procedures, and supporting communication workflows.

Key responsibilities include:

Assists with the development and execution of new team projects to improve operational efficiency and event delivery.

Assists in training stakeholders on new procedures, tools, and equipment introduced for event and meeting support.

Prints and distributes weekly event reports and related materials to relevant team members and stakeholders.

Provides feedback on the usability and functionality of newly acquired tools or equipment after implementation.

Enters and process requests for requisitions, purchase orders, and vouchers into Judiciary?s financial management system for payment processing.

Emergency Preparedness and Floor Warden Responsibilities

Serves as a designated floor warden and ensuring clear communication during drills and actual emergencies.

Key responsibilities include:

Serves as a floor warden to assist with building and floor drills, as well as emergency situations, including shelter in place and evacuations, ensuring the safety and orderly movement of staff and visitors.

Attends scheduled warden meetings and completes required emergency preparedness training.

Communicates relevant updates and emergency procedures to Judicial College leadership and team members, when appropriate.

Maintains awareness of safety protocols and contributes to a culture of preparedness within the Maryland Judicial Center (MJC).

Minimum Qualifications:

Education:

High School or GED

Experience:

At least six months of experience in one or more of the following areas: retail, food service, hospitality/hotel industry, events industry, or audiovisual industry, with a focus on providing customer service. Experience should preferably include the ability to read, interpret, and execute meeting and event setup diagrams. Experience may also include clerical or administrative work involving scheduling, event planning, or supporting audiovisual/computer operations in conference or training rooms.

Proficiency with technology, including Microsoft Office Suite, is required.

Knowledge, Skills, and Abilities:

Knowledge of:

Basic audiovisual technology systems, including laptops, projectors and screens.

Virtual meeting platforms (e.g., Zoom, MS Teams).

Knowledge of audiovisual systems (e.g., Crestron) and their integration in event spaces.

Basic event planning practices.

Basic inventory management practices.

Skill in:

Providing excellent customer service and interpersonal skills.

Strong organizational skills with attention to detail.

Effective verbal and written communications skills for diverse audiences.

Effective time management and prioritization of tasks.

Skill in using Microsoft Office Suite and related productivity tools.

Providing on-site support for hybrid events, including testing video/audio connectivity.

Following detailed instructions and adapting quickly to changing needs or issues.

Maintaining organized, safe, and functional event spaces and shared inventory areas.

Ability to:

Ability to lift, move, and/or carry up to 50 pounds.

Ability to stand or walk for extended periods of time, up to 80% of on-site workdays.

Ability to work independently and as part of a collaborative team.

Maintain composure and problem-solve in high-pressure or time-sensitive situations.

Learn new technologies, procedures, and equipment quickly and apply them effectively.

Support a customer-focused service approach and ensure participant satisfaction.

Adapt to evolving procedures and contribute to continuous improvement initiatives.

Physical Requirements:

Medium work. Exerting up to 50 pounds of force occasionally, and/or up to 30 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.

Equipment, Machinery and Tools:

Computer (PC and laptop) to prepare documents, process, and retrieve data. 

Computer-related hardware such as flash drives, hard-drives, external monitors, keyboards

Audio-visual related equipment such as projectors, screens, visual aid equipment, TVs, monitors, DVD, digital video cameras, video switchers, microphones, audio mixers used in presentations. 

Hand truck for transport of equipment and support materials.

Printer/copier, poster machine, and postage machine for standard office use. 

Multi-line telephone for communicating and responding to internal and external customers' requests.

Coffee machines.

Food and beverage related equipment used to store and/or display food and beverage for events.

Software and Computer Skills:

Microsoft Office (Outlook, Word, PowerPoint, Excel, SharePoint, Teams) 

Office 365

Adobe Acrobat Pro DC to create, combine, edit, and review PDFs.

Asana

Prismm event diagraming software: reading and printing diagrams

Canva

Peoplesoft CONNECT employee timesheets/leave, outside contractor portal.

Peoplesoft GEARS for reviewing and submitting vouchers and requisitions for the Judicial College.

Zoom for Government

Selection Process:

Your application package will be used to determine your eligibility, qualifications, and ranking for this position. If you are determined to be ineligible or not qualified, your application will receive no further consideration. It is essential that you provide complete and accurate information on your application. Please report all related education, experience, dates, and hours of work. If you have held more than one (1) position at the same employer, you must list each position that you held, the length of time that you held each position, and the corresponding duties. Description of duties that state, "see resume" will negatively impact consideration for this position. Applicants will not be contacted for additional information. Only applicants considered for this position will be contacted.

Complete applications must be submitted by the closing date. Information submitted after this date will not be added. Incomplete applications will not be accepted. Resumes will not be accepted in lieu of a completed application.

For further information please contact Talent Acquisition at aocta@mdcourts.gov.

The Maryland Judiciary is an equal-opportunity employer committed to fostering a workplace culture of diversity, equity, inclusion, and belonging. We do not discriminate on the basis of race, color, religion, age, sex, pregnancy, marital status, national origin, military or veteran status, physical or mental disability, familial status, genetic information, gender identity or expression, sexual orientation, or any other characteristic protected by State or federal law. Applicants who need an ADA Accommodation during the application and/or interview process should send their via email to or call 410-260-1732. The Maryland Judiciary is a drug-free workplace. Applicants must be United States citizens or eligible to work in the United States.

Please find the Maryland Judiciary's equal employment opportunity policy here: .