Event 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

Event Coordinator

Job Profile Title

Coordinator B

Job Description Summary

The position assumes a Coordinator role for the staff of Programs and Special Events, which executes over 200 events per year. This role provides operational management to the Executive Director, Senior Director, Associate Director and Manager of Operations, 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.

Reporting to the Associate Director and Manager of Operations of Programs and Special Events, the position assumes a Coordinator role for the staff of Programs and Special Events, which executes over 200 events per year. 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 Coordinator will also plan event execution up to 20 smaller-scale events and consult level events.

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 collaborate with 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.

Job Description

Job Responsibilities

Execute logistics for up to 20 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 
• Provides logistics  for consult level 1 and level 2 events

Act as the full-time registration lead for domestic and international travel events 

• Manage the creation, management, and reconciliation of registration lists for all 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 and Blackthorn

Collaborate with senior planners for up to 15 larger-scale events 

• Create signage, place cards, table tents, and other graphics needs for assigned events 
• Manage all components of the registration process 
• Research giveaway and décor options 
• Attend meetings, follow the event planning process, and provide input 
• Execute set-up and break-down of events 
• Occasionally research venues domestically in support of events

Alumni Weekend/Homecoming Responsibilities 

• Plan assigned events (Gallery Hop, Alumni Board of Directors Meeting) 
• Provide onsite execution for complex events (Parade, Picnic, Alumni Award of Merit Gala) 
• Manage staffing volunteers

Graphic Design 

• Parade decorations/giveaways 
• Pull-up Banner, table runner, and misc. collateral for events 
• Manage design templates for signage

Packing/Shipping for registration management events 

• Maintain knowledge of eShip system and coordinate shipments for events 
• Facilitate customs process for international shipping 
• Maintain relationship with Penn Mail Services

*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

• Bachelor of Arts, Bachelor of Science, Bachelor of Fine Arts, and 2 to 3 years of experience or equivalent combination of education and experience is required.
• Preferred background in the event industry.
• Knowledge of University’s campus preferred.
• Proficiency in the use of Microsoft Word, Excel, Power Point, Canva 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 and Passport required.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Development and Alumni Relations

Pay Range

$55,962.00 - $68,000.00 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