What are the responsibilities and job description for the Manager, Events and Logistics position at monell chemical senses center?
The Monell Chemical Senses Center is a world-renowned non-profit research institute dedicated to advancing knowledge about taste, smell, and related senses and translating discoveries into real-world applications in health, behavior, and policy. Monell is located in Philadelphia’s active educational and life sciences corridor.
Position Summary
The Manager, Events and Logistics provides institutional support for the planning, coordination, and logistical execution of Monell events. This role serves as a centralized operational and project management resource and works closely with Institutional Event Leaders across the institution to ensure events are delivered efficiently and consistently.
The work of the Manager, Events and Logistics does not supersede the authority of Institutional Event Leaders. Rather, this role applies strong project management discipline and logistical expertise to translate event vision into executable plans, manage timelines and resources, and support seamless event delivery, allowing Event Leaders to focus on content, strategy, communication, and stakeholder engagement.
This position is focused on small, medium and large scale internal and external events.
Key Responsibilities
- Institutional Event Support
- Provide centralized, institution-wide support for Monell-sponsored events, including scientific symposia, conferences, donor and board events, and community engagement programs
- Ensure consistency, quality, and operational alignment across events
Project Management
- Apply formal project management practices to event planning and execution, including development of project plans, timelines, milestones, risk assessments, and run-of-show documentation.
- Manage multiple concurrent events, ensuring deadlines, deliverables, and dependencies are met.
- Identify risks and proactively resolve issues to support successful event outcomes.
Collaboration with Institutional Event Leaders
- Partner closely with designated Institutional Event Leaders to understand event goals, scope, audience, and success measures.
- Provide operational guidance and logistical coordination.
- Translate strategic vision into actionable plans and workflows.
Logistics & Operations
- Coordinate venues, room configurations, audiovisual requirements, catering, accessibility accommodations, signage, and on-site support.
- Work collaboratively with Facilities Management and Information Technology to ensure safe, compliant, and well-supported event environments.
- Serve as the on-site operational lead during events, managing logistics, vendors, schedules, and real-time problem-solving.
- Coordinate lodging arrangements for speakers, guests, staff, and event participants, including hotel selection, room blocks, rooming lists, confirmations, and on-site lodging logistics, in accordance with Monell policies.
- Serve as the primary point of contact for lodging-related coordination before, during, and after events.
Operational Support Team Coordination
- Coordinate appropriately with internal operational support teams, recognizing that team members may have shared responsibilities across departments.
- Scope and schedule requests thoughtfully to avoid conflicts with departmental priorities.
- Maintain clear, and transparent communication across teams.
Vendor & Budget Management
- Source, contract, and manage vendors in accordance with Monell procurement and financial policies.
- Track event budgets, invoices, and expenses; partner with Finance to ensure fiscal accountability.
- Identify cost-effective solutions while maintaining high standards of quality and professionalism.
Documentation & Continuous Improvement
- Maintain centralized event documentation, templates, tools, and best practices.
- Support post-event evaluations, debriefs, and continuous improvement initiatives in partnership with Event Leaders.
Qualifications
- Bachelor’s degree or equivalent combination of education and experience.
- Minimum 3–5 years of experience in event management, logistics, operations, or project management.
- Demonstrated project management experience, including managing timelines, resources, and multiple stakeholders.
- Strong organizational, communication, and problem-solving skills.
- Ability to manage multiple concurrent projects with attention to detail.
- Proven ability to work collaboratively across departments.
- Must be available to work evenings and weekends as required by event schedules.
- This is a fully on-site position and requires the ability to travel as needed to support Monell events and programs. This is not a remote, or hybrid position.
Preferred
- Experience in an academic research institute, nonprofit, healthcare, or scientific environment.
- Experience supporting executive, board, donor, or scientific events.
- Familiarity with accessibility and inclusive event practices.
- Project management certification or formal training is a plus.
Physical Requirements
- Ability to stand, walk, and remain active for extended periods during event setup, execution, and breakdown.
- Ability to lift, carry, push, or pull materials and equipment weighing up to 25–30 pounds, with or without reasonable accommodation.
- Ability to move throughout campus and off-site venues to support event logistics.
- Ability to bend, stoop, kneel, and reach as required for event coordination activities.
- Visual and auditory ability to monitor event environments, audiovisual cues, and safety conditions.
- Ability to work in varying environments, including indoor and outdoor settings, and adapt to changing event conditions.
Application Instructions
Please apply through our Career Center by following the link below.
https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=d24b5e1f-d19a-4772-990f-d7a981aadfe4&ccId=19000101_000001&jobId=957140&lang=en_US&source=CC2
Equal Employment Opportunity Statement
Monell provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.