Special Events 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 Special Events Coordinator is responsible for the planning, coordination, and execution of high-profile and complex events, such as conferences, workshops, and special gatherings, held both onsite and offsite. This role ensures smooth event operations by overseeing site logistics, coordinating with vendors, preparing setup diagrams, and managing staffing needs throughout the event day. In collaboration with internal departments and external service providers, the coordinator ensures all technical, spatial, and accessibility requirements are met. The position also supports sustainability practices, develops contingency plans, tracks event expenses, and gathers post-event feedback to support continuous improvement.

The coordinator works closely with the Lead Events Experience Coordinator to assist with routine classes and events, supporting catering, room reservations, and real-time communication and troubleshooting during event execution.

In addition to event management, the coordinator handles catering logistics, working directly with caterers and requestors to process orders, accommodate dietary needs, and ensure adherence to hygiene protocols. The role also provides administrative support to the Director of Education and financial support which includes reconciling Purchase card (P-card) transactions, processing vendor payments, and contributing to end-of-year financial closeouts. The coordinator manages the inventory of educational giveaways and provides technical support for audiovisual systems and digital displays. This multifaceted role directly supports the educational mission of the Judicial College and advances the strategic initiatives of the Maryland Judiciary.

Essential Duties and Responsibilities:

Special Events

Event Planning and Coordination

Supports the planning and execution of face-to-face conferences, workshops, and special events, both onsite and offsite.

Collaborates with team members to ensure appropriate event staffing, including audiovisual support, room setup, registration and information tables, catering coordination, room refreshes, and participant assistance throughout the day.

Develops and implements contingency plans to address issues such as inclement weather, technical problems, or last-minute cancellations.

Incorporates sustainability practices into event planning and execution to reduce waste.

Uses project management and event planning applications to organize tasks, monitor timelines, manage logistics, and ensure timely execution of all event-related activities.

Stakeholder and Vendor Communication

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

Establishes and maintains strong relationships with external vendors and service providers to ensure high-quality, reliable, and cost-effective event support.

Ensures vendor contract terms are fulfilled and compliant with Judiciary requirements.

Assists in developing and disseminating event communications, including invitations, agendas, and participant materials.

Logistics and Site Management

Conducts site evaluations and walkthroughs to assess space suitability, accessibility, safety, and technical readiness.

Optimizes the use of vendor services, event space, and technical resources.

Coordinates logistics for room setup and breakdown, including furniture configuration, event signage, and adherence to safety and accessibility protocols.

Create, edits, and shares room setup diagrams for special events at the MJC and off site.

Oversees day-of-event operations, serving as the primary point of contact to resolve last-minute issues and provide support to presenters, faculty, trainers, program managers, and participants.

Coordinates with the Administrative Offices of the Courts (AOC) operations specialist on travel and lodging for events in accordance with Judiciary policies.

Makes and maintains hotel accommodations for special events and programs.

Collaborates with internal departments, including but not limited to, Facilities Administration (FA), Security Administration (SA), Judicial Information Systems (JIS), and Government Relations and Public Affairs (GRPA), to ensure timely and accurate delivery of support services.

Assists with the preparation of signage, name tents/badges, sign-in sheets, and class and event materials.

Maintains detailed event records and gathers post-event debrief notes to assess effectiveness and identify areas for improvement.

Tracks event expenses to ensure alignment with approved budgets.

Event Planning and Support

Collaborates with the Lead Events Experience Coordinator on supporting classes and events, room reservations, catering at the Maryland Judicial Center (MJC).

Pre-Event Planning and Coordination

Collaborates with event organizers looking to reserve spaces and recommends the most suitable and available space based on their needs.

Provides event organizers with vital pre-event planning information and resources.

Collaborates with stakeholders to create event diagrams.

Monitors and processes the room reservation requests, maintains accurate records, resolves conflicts, and ensures the available spaces are used in an efficient and effective way for the benefit of all stakeholders.

Coordinates with vendors on event logistics and execution needs, providing them with available event diagrams and catering locations for events.

Uses project management and event planning applications to organize tasks, monitor timelines, manage logistics, and ensure timely execution of all event-related activities.

Establishes and maintains strong relationships with external vendors and service providers to ensure high-quality, reliable, and cost-effective event support.

Team Communication and Leadership

Shares event diagrams with the Events Experience Specialist for the execution of room reconfigurations prior to the event.

Provides the Events Experience Specialist with event information and vendor needs, such as agendas, breakouts, air-wall open and closure timings, room layouts, catering needs, coffee station needs, alternative or additional catering and coffee stations, vendor areas, power needs, and registration tables.

Uses mobile devices and messaging platforms to maintain real-time communication with team members during events, ensuring timely coordination and support.

Provides oversight to the Events Experience Specialist when resolving problems that arise prior, during, and after each event.

Collaborates with the Educational Facilities team, trainers, program managers, and other team members to ensure appropriate event staffing, including audiovisual support, room setup, registration and information tables, catering coordination, room refreshes, and participant assistance throughout the day.

Provides timely communications and updates to team members, trainers, program managers, event organizers, vendors, and participants.

On-site Event Execution

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

Sets up and maintains coffee stations before, during, and after events to ensure refreshments are readily available and replenished as necessary.

Conducts day-of-event walkthroughs to ensure all rooms are clean, properly configured, and fully equipped prior to the arrival of participant.

Greets event requestors/organizers on-site and remains available to address last-minute changes or support needs.

Monitors rooms and refreshment stations throughout the day, addressing any issues and restocking supplies as needed.

Cleans and resets coffee stations post-event and checks all rooms to ensure equipment is turned off, accounted for, and rooms are returned to standard configuration.

Catering

Processes new and updated catering requests by receiving and confirming receipt with requestors.

Collaborates with the caterer and the event organizer on special requests that may need special attention.

Oversees adherence to established procedures daily catering duties.

Ensures team members and vendors follow cleaning and hygienic procedures in all catering-related processes.

Provides feedback to the Educational Facilities Supervisor on current catering procedures recommends improvements to enhance efficiency.

Arranges catering services for onsite and offsite events, working directly with preferred and alternate caterers to select menus, accommodate dietary needs, and coordinate delivery, setup, and cleanup.

Operational and Financial Support

Uses a Judiciary-issued purchase card (P-card) to make authorized purchases.

Complies with all P-card policies and procedures, including obtaining and retaining proper documentation and receipts for every purchase.

Reconciles monthly P-card transactions against the bank statement in the Judiciary's financial management system's P-Card Monthly Activity Report.

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

Assists in updating policies and procedures.

Collaborates with Registrar's Office, trainers, and program managers to ensure accurate documentation of attendance for invoicing and reporting purposes.

Assists in the end of year closeout process of assigned purchases orders.

Researches and recommends tools and software, existing and emerging, to improve efficiency and enhance event planning processes.

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

Scheduling and administrative office support to the Director of Education

Manages the Director's calendar, coordinating meetings invites and appointments.

Coordinates meeting logistics, including reserving rooms, arranging virtual meeting links.

Assists with special projects and correspondence.

Educational Giveaways and Special Awards

Manages the inventory and distribution of giveaway items.

Offers recommendations to the Educational Facilities Supervisor for new and replacement items.

Identifies and purchases giveaways for classes and events.

Identifies and provides giveaways in alignment with the importance of the event and recipients.

Coordinates with program managers and trainers to distribute giveaways during classes and large events, such as conferences and banquets.

Offers suggestions for educational and special service award designs and inscriptions.

Orders or produces educational and special service award.

Technology Support

Tests, adjusts, and troubleshoots the Crestron audiovisual system in the Maryland Judicial Center (MJC) training and conference rooms, including integrated audio, video, and media components such as podium laptops, control keypads, microphones, and projectors.

Creates, edits and loads daily information on MJC digital display boards.

Identifies and monitors technical requirements, such as audiovisual support, network connectivity, and electrical access, for virtual, hybrid, and in-person events held both onsite and offsite.

Emergency Preparedness and Floor Warden Responsibilities

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:

Minimum High School Diploma or GED

Experience:

Minimum of One (1) year of experience coordinating and managing events in an academic, corporate, hospital, hotel, or other professional setting.

Experience must include working with audiovisual technology and a demonstrated commitment to high-quality customer service. Proficiency with event-related technology and digital tools is strongly preferred. Experience leading or managing team members in the planning and execution of events is also strongly preferred.

Knowledge, Skills, and Abilities:

Knowledge of:

Knowledge of event planning principles, logistics, and best practices.

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

Knowledge of budgeting and financial reconciliation procedures.

Familiarity with procurement processes.

Understanding of catering coordination, facilities usage, and vendor management.

Awareness of sustainability practices relevant to event planning.

Knowledge of Judiciary policies, procedures, and administrative operations.

Familiar with database management.

Familiar with safety, accessibility, and compliance considerations for event spaces.

Skill in:

Proficiency in scheduling, project management, and event planning applications.

Strong written and verbal communication skills for diverse audiences.

Effective time management.

Strong organizational skills with attention to detail.

Providing excellent customer service and interpersonal skills.

Competence in preparing event materials (e.g., signage, agendas, name badges).

Skill in using Microsoft Office Suite and related productivity tools.

Financial tracking and reporting skills for monitoring event-related expenses.

Ability to:

Ability to manage multiple concurrent events while maintaining high quality.

Ability to troubleshoot and adjust audiovisual and conference room technology

Ability to interpret and apply Judiciary travel, procurement, and financial policies.

Ability to collaborate effectively with internal departments and external service providers.

Ability to respond calmly and effectively to last-minute changes or emergencies.

Ability to plan and implement contingency measures.

Ability to lift, move, and set up furniture, signage, and event materials as needed.

Ability to maintain confidentiality and handle sensitive information with discretion.

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

Ability to support the administrative functioning of an executive's office.

Ability to adapt to changing priorities and proactively solve problems.

Ability to work occasional evenings and weekends.

Able to contribute to enhancements in the event planning process.

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.

Non-commercial passenger vehicle to transport materials and equipment to off-site 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

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

Bonfire for reviewing and evaluating submissions during a request for proposals process.

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: .