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, visit the Penn COVID-19 Response website for the latest information.
Posted Job Title
Event Coordinator (Hybrid Eligible)
Job Profile Title
Administrative Coordinator
Job Description Summary
The position assumes an Event Coordinator role for the staff of Programs and Special Events, which executes over 200 events per year. This role provides administrative support to the Senior Executive Director, Senior Director, Business Manager, and all planners in P&SE. Perform the duties listed as they relate to multi-scale University events and travel events for Development and Alumni Relations, President's Office, Provost's Office, Schools & Centers, Alumni Weekend, Homecoming Weekend, and Family Weekend.
Job Description
Targeted Pay Range: $20.00- $25.00
This Targeted Pay Range is only applicable to this job posting. All 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 job profile.
Reporting to the Business Manager of Programs and Special Events, the position assumes an Event Coordinator role for the staff of Programs and Special Events, which executes over 200 events per year. This role provides administrative support to the Senior Executive Director, Senior Director, Business Manager, and all planners in P&SE. Perform the duties listed as they relate to multi-scale University events and travel events for Development and Alumni Relations, President's Office, Provost's Office, Schools & Centers, Alumni Weekend, Homecoming Weekend, and Family Weekend.
Under the direction of an Associate Director, the Event Coordinator will also oversee event logistics for up to 10 smaller-scale events per year.
The ideal candidate will have knowledge of the events industry and event planning practices, will be detail-oriented, and must have independent decision-making experience to assist Event Planners on-site at an event. Prioritize a large volume of projects with multiple colleagues, meet deadlines, represent the University at events, and interact effectively with staff, vendors, alumni and other guests.
Specific duties include:
Administrative Coordinator
Coordinate logistics for up to 10 smaller-scale events per year
Meet with event owner to identify vision and goals for event
Procure and manage vendors
Plan event needs and timeline
Execute day-of event needs
Debrief with the event owner after the event
Produce virtual events on Zoom, BlueJeans Events, Vimeo, and Teams
Act as the full-time registration lead for travel events
Manage the registration list leading up to these events
Manage the onsite nametag and walk-on registration process
Refine and oversee the process for managing event registration, printing nametags, and verifying attendance
Train staff in the use of nametag printing equipment and attendance recording procedures when necessary
Liaison with external registration companies, such as AlumniQ
Maintain registration supplies inventory
Provide support to planners for up to 15 larger-scale events
Create signage, place cards, table tents, and other graphics needs for assigned events
Manage registration lists, print nametags, and oversee registration onsite
Research giveaway and decor options
Attend meetings, shadow the event planning process, and provide input
Assist with set-up and break-down of events
Coordinate schedule for and assign tasks to student worker
Alumni Weekend/Homecoming Tasks
Plan certain events (Gallery Hop, Alumni Arts Fair)
Assist onsite with certain events (Parade, Picnic, Alumni Award of Merit Gala)
Manage staffing volunteers
Create event manager packets
Graphic Design
Parade decorations/giveaways
Pull-up Banner, table runner, and misc. collateral for road shows
Create slides for virtual events
Edit videos using Adobe Premiere
Packing/Shipping for off-campus events
eShip Department Account
Customs
Maintain relationship with Penn Mail Services
Central DAR Events Calendar
Ensure that events assigned to Programs & Special Events are listed on the DAR Events Calendar
Send bimonthly reminders to School & Center calendar users
**Please provide a resume and cover letter in order to be considered for this role. Please upload all documents in the "Resume/CV" section of the application prior to submitting.**
Qualifications:
HS diploma and 5-7 years administrative experience or equivalent combination of education and experience required, preferably in the event industry; knowledge of University's campus preferred; Bachelor's degree desirable; proficiency in the use of Microsoft Word, Excel, Power Point, and Adobe Creative Suite. Excellent verbal and written communication skills; organizational skills; ability to manage and prioritize multiple assignments; work effectively with diverse groups; detail oriented; graphic design experience; flexible and productive under pressure. Ability to occasionally lift packages or boxes of 25-50 lbs. Occasional evening and/or weekend work included. Valid Driver's License required.
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
Development and Alumni Relations
Pay Range
$20.45 - $30.82
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