Special Events and Project Coordinator

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

Special Events and Project Coordinator

Job Profile Title

Coordinator B

Job Description Summary

Under limited supervision, provide administrative and project management support for the Senior Director of Boards and External Relations in the work supporting sixteen Boards of Advisors. Responsible for the administrative coordination of the Office of the University Secretary (OUS) with sixteen Boards of Advisors and additional advisory boards across the University with which the Office of the University Secretary partners.

With a dotted line report to the Senior Director of Operations and Technology and in partnership with the Associate Vice President, this position is the Office’s primary point person and frontline contact for University ceremonies. Partnering with the Special Events team in the Office of the President, this position is responsible for organizing and supporting the participation and engagement of OUS and University leadership (Trustees and volunteer leaders) in ceremonial events such as Commencement, the Honorary Degree Dinner, Convocation, Inauguration, special programs, and peer institution inaugurations.

This position requires the ability to use substantial judgment, initiative, and critical thinking in performing duties. Collaboration, diplomacy, confidentiality, proactiveness, and a willingness to support and manage multiple priorities and cross-functional projects are essential

Job Description

Job Responsibilities

Key Responsibilities – Boards of Advisors

• Serve as administrative liaison between the Office of the University Secretary and administrative staff of ten schools and six centers as it pertains to Board of Advisor functions.   
• Deliver internal operational support related to the Board of Advisors portfolio.  Maintain Board of Advisor data in databases and on the OUS website.  Provide data analysis, reporting, and technology support.    

• Keep the consolidated Board of Advisor meeting schedule and coordinate attendance of the Vice President and University Secretary and Senior Director of Boards and External Relations at Board of Advisor meetings. 

• Serve as an administrative liaison between the Office of the University Secretary to Central Development and other units as it pertains to additional volunteer leadership groups and advisory boards.  

• Draft board member appointment letters for the President and the Vice President and University Secretary. 

• Identify and coordinate strategic use of Advisors and volunteers as delegates to other University/College Presidential Inaugurations.  Prepare greetings, order regalia, correspond with University delegates and inauguration offices, and conduct appropriate follow-up.

• Support the planning of Board of Advisor events and programs sponsored by the Office of the University Secretary. 

• Manage special projects as needed and conduct research, draft correspondence, background materials, and briefings for the President and/or Chair.

• Prepare annually the Board of Advisors components of the Trustee Directory.

Key Responsibilities – Ceremonies

• Administer all Commencement-related tasks on behalf of the Office.  Collaborate and partner with Office of the President Special Events colleagues on matters related to Commencement, including communications, vendor management, and event support.  Serve as the chief liaison between the Office of the University Secretary and administrative staffs of twelve schools on all Commencement programs, publications, and events. 

• With the guidance of the Senior Director of Operations and Technology, manage the production of an 80-page commencement program.  Responsible for outreach to the Office of the University Registrar and numerous departments across the University to collect and compile all academic and ceremonial information.  Responsible for coordinating editorial, art, and materials in order to meet established standards and deadlines. Manage copy editing and proof-reading to ensure the publication is factually and grammatically correct; review and edit materials submitted for inclusion.

• Coordinate all logistical aspects related to Honorary Degree (HD) recipients and their guests before, during, and after Commencement.  This includes travel arrangements, logistics, regalia, diplomas, ticketing, compilation of biographic data, and other tasks. 

• Ensure all HD activities are delivered with high-quality service, providing an exceptional experience for all guests while on campus. Responsible for needs assessment and follow-up for all Honorary Degree-related activities following Commencement.     

• Manage the OUS Commencement website

• Handle a high volume of telephone and e-mail queries from staff, students, parents, and third-parties regarding Commencement.  Regularly respond to and monitor all service requests related to Commencement. 

• In partnership with the President’s Office, responsible for the Office of the University Secretary’s involvement in Convocation.   

• Support the Associate Vice President in all tasks related to planning and execution of the Presidential Inauguration ceremony and related events.

Additional Responsibilities

• Manage calendaring, scheduling, meeting organization, and materials/agenda management, and administrative support for the Associate Vice President and Senior Director of Boards and External Relations.

• Provide rotational support and serve as telephone backup for the Executive Assistant to the Vice President and University Secretary.

• Assist with University Council meetings, Trustee meetings and events, and other special University events as needed.

Other Duties

• Perform other duties as assigned; willingness to work occasional weekends as needed.

Qualifications

• Bachelor of Arts, Bachelor of Science, Bachelor of Fine Arts, and 2 to 3 years of experience in event planning, meeting coordination, and/or conference management or equivalent combination of education and experience is required. 3 to 5 years of experience is strongly preferred.
• Ability to craft and manage effective event timelines with clearly defined goals, responsibilities, and deadlines.  A record of success in taking long-term projects from inception to completion.
• Administrative experience, preferably with officers or senior administrators. 
• Outstanding written and oral communication skills. 
• Excellent editing and proof-reading skills. 
• Strong interpersonal skills.
• Sensitivity to confidential information and the ability to maintain trusted and professional relationships with University and external constituents.
• Strong attention to detail and organizational and project management skills.
• Ability to liaise with high-profile academicians and public figures with diplomacy and professionalism.
• Substantial judgment, initiative, and critical thinking in performing all duties.
• Knowledge of Penn or a similarly complex higher education environment is a plus.
• Knowledge of and experience with cloud-based software systems, Drupal, MS Office Suite, Concur, Filemaker Pro, and Salesforce.
• Ability to lift, push, or pull 50 lbs.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

President's Center

Pay Range

$55,962.00 - $61,000.00 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