Senior Scheduling and Event Operations Manager

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 Large Employers in 2023.

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.

Posted Job Title

Senior Scheduling and Event Operations Manager

Job Profile Title

Manager B, Facilities, Events

Job Description Summary

The Senior Scheduling and Event Operations Manager oversees the school-wide space reservation system and serves as the primary point of contact for event scheduling across Penn Engineering. This includes ensuring space is available for high-profile events, managing space requests and end-user communication, consulting on space alternatives, and coordinating the event support services (security, housekeeping, and vendor logistics) needed to execute events successfully. This position requires flexible working hours, including nights and weekends, to support the School's full event calendar.

Job Description

Job Responsibilities

• Serve as the first point of contact for all space reservation requests by email, phone, or via the space scheduling system. Manage the school-wide space reservation system. Executes strategic scheduling, allocation, and complex scheduling of event space considering defined School priorities. Coordinates bi-annual planning meetings with internal departments and centers to align goals with available event space.

• Provides event planning direction and oversight to the Penn Engineering community. Meets with clients throughout their planning to consult on space needs and alternatives, define expectations and requirements, develop and review floor plans, conduct pre-event meetings and walkthroughs, and finalize event logistics and support services needed.

• Coordinates event support services, including but not limited to security and housekeeping; works with external vendors to secure event rentals and other needed materials.

• Provides day-to-day direction and light supervision to a part-time/temporary Operations Coordinator, including assigning tasks, setting priorities, and reviewing work to ensure consistency with School standards.

• Analyzes event successes and challenges and adjusts planning and execution accordingly for future events. Creates and manages event record systems. Participates in creating and maintaining SOPs for the team’s internal operations.

• Performs related duties as assigned.
   

Qualifications

• Bachelor of Science, Bachelor of Arts, and 2 to 3 years of experience or equivalent combination of education and experience is required.

• Experience in event management in a higher education or hospitality environment with a focus on event coordination and space scheduling strongly preferred.

• Proven ability to manage multiple tasks simultaneously while working with a diverse constituency. Demonstrated problem-solving and decision-making skills in an event coordination capacity where high-level customer satisfaction is required. Ability to smoothly negotiate unanticipated changes and needs in a timely fashion. Must have excellent organizational, interpersonal & communication skills. Superior dependability, judgment, and resourcefulness. Proficiency in Microsoft Office and Google Suite applications. Experience in utilizing multiple space scheduling software platforms. Project management experience is a must. Experience coordinating with vendors and support service providers (security, housekeeping, rentals) preferred. Proven experience managing events with over 500 attendees.

• Accreditation with a Professional Event Management Association is preferred. Comfort working in a large open office.

  This position requires flexible hours each week to meet customer demands, including nights & weekends. This position will share after hours on-call support.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

School of Engineering and Applied Science

Pay Range

$65,628.00 - $80,000.00 Annual Rate

Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, and in alignment with salary ranges based on external market data for the job’s level. Internal organization and peer data at Penn are also considered.

Equal Opportunity Statement 

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.

Special Requirements 
Background checks may be 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.

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To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay