University Overview
The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Employers By State in 2021.
Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.
The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.
COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn's vaccine requirements and the use of Penn Open Pass, visit the Penn COVID-19 Response website for the latest information.
Posted Job Title
Associate Director, Events (Space Planning & Operations) (Hybrid Eligible)
Job Profile Title
Associate Director C
Job Description Summary
Working closely with the Director, SES, the Associate Director, Events, is responsible for the provision and scheduling of research, clinical, and educational events and services held on the Perelman School of Medicine ("PSOM") Campus. This position collaborates and communicates with PSOM, University, and Health System partners including with Building Administration, EHRS, MTP, FES, Security, HTL, and other stakeholder agencies, to ensure that appropriate staff and resources are represented compliant with relevant policies and regulations. Negotiates space and resource conflicts compliant with pertinent policies including external constituents. Provides continuous review of procedures and practices to promote and maintain quality, effectiveness, and commitment to best practices. This position is responsible for start-to-end, pre- to post-implementation of all event phases including logistics planning through execution of on-site, virtual, and hybrid events. Demonstrates initiative, energy, confidence, and willingness to foster a teamwork-driven environment. In the absence of the Sr Scheduling Coordinator, manages SES Office operations, collaborating and informing staff and services. This position requires a proactive thinker who is able to: 1) identify special/unique needs for CME Conferences, Research Symposia, Grand Rounds, special events, and more; 2) determine appropriate course(s) of action when faced with unusual requirements; and 3) liaise productively with cross-functional and/or inter-entity groups. Reviews requests and reservations entered by Scheduling Staff for compliance, completeness, accuracy, and appropriateness. Alerts Director to changes in usage trends. Leads Daily Operations Meeting. Probes for inconsistencies and anomalies and provides corrective measures, alerting Director. Alternating with the Sr. Scheduling Coordinator, proofs, manages staff corrections, and ensures all correct resources are scheduled for each support group. Conducts and coordinates complex walkthroughs with stakeholders to familiarize them with PSOM shared meeting spaces, associated services, protocols provided with each space, and definitions of acceptable use of the space. This position is considered "essential."
Job Description
Bachelor's Degree and 3-5 years relevant experience in Management, Business Administration, Hospitality, or equivalent combination of education and experience. 5-7 years experience preferred.
Excellent managerial, organizational, and analytical skills are required. Excellent oral and written communication skills to enable effective interaction within a diverse community. Computer proficiency in database and scheduling software required. Proficient with Microsoft Office Suite and e-mail software desired. Working knowledge of University policies and procedures is preferred. Ability to work independently, exercising sound judgment at all times, under pressure, and within strict deadlines is necessary. Superior customer service skills and attention to detail are essential to success. Supervisory experience preferred. Background in hospitality or logistics a plus.
SPECIAL REQUIREMENTS:
The Perelman School of Medicine is a multi-building research and teaching complex with emphasis on biomedical research. As such, and to ensure successful fulfillment of its mission (research and education), the School Community requires a much higher level of support service delivery than usually experienced in a typical academic environment. Problems that would be mere annoyances in some facilities have the potential of destroying thousands of dollars and months or years of often-irreplaceable work. The Department of Space Planning & Operations is responsible for coordinating and assuring uninterrupted delivery of the necessary utility and other support services.
The above statement is included in this position description in an attempt to provide the reader with an understanding of:
1) The responsibilities of this Office;
2) The importance to both the School and the University of the work performed; and
3) The stress and pressure placed upon employees by the emergency situations to which they must repeatedly respond.
4) All employees of the Space Planning & Operations department are considered to be "essential."
Job Location - City, State
Philadelphia, Pennsylvania
Hybrid Eligible - This position is eligible for a hybrid work schedule with a work week divided between working onsite and working remotely.
Department / School
Perelman School of Medicine
Pay Range
$51,824.00 - $78,096.00
Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.
Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.
Special Requirements
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.
University Benefits
Health, Life, and Flexible Spending Accounts : Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family's health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
Tuition : Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
Retirement: Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family-whatever your personal needs may be.
Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
Wellness and Work-life Resources : Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitement-and you and your family can enjoy many of these activities for free.
Discounts and Special Services : From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.
To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay