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

Administrative Coordinator

Job Description Summary

University Life Space and Events (ULSE) is equipped with numerous customizable spaces to meet the University community's event and programming needs. ULSE is also proud to maintain and support the Student Union @ Houston Hall, the nation's oldest operating student union. The events and scheduling coordinator (E&SC) is part of the team responsible for managing events in Houston Hall, Irvine Auditorium, the ARCH, Penn Commons, and College Green and provides scheduling support for non-academic events in Central Pool Classrooms. The E&SC receives general direction from and reports to the Events Team Manager. The E&SC receives non-academic event requests, confirms reservations in the department's event management system (KX), communicates scheduling confirmations and/or additional considerations with University constituents, assists with coordinating events, and advises students/group organizers on event needs and expenses. This role may also work with external clients to schedule and coordinate events during University breaks. The ES&C ensures that groups are advised of facilities' policies and that the appropriate supporting documentation is accurately completed. The ES&C collaborates with the S&E Leadership and other relevant staff when events require special attention or supervision, such as open expression or security needs, or when exceptions to established guidelines are requested. This position works collaboratively with Registered Student Organizations, Penn Departments, University Life Departments, Registrar's Office, Hospitality Services, and internal teams.

Job Description

Job Responsibilities

Scheduling

• Serve as one of the lead advisors on scheduling space, responding to questions, and problem-solving space-related issues.

• Responsible for the daily upkeep and management of space requests in the KX system

• Serve as a conduit for scheduling information and policies related to reservations across campus and must have an awareness and understanding of academic scheduling managed by the Office of the Registrar.

• Provide accurate information to clients concerning space information and available services, related fees, and appropriate policies, procedures, and forms required for the use of individual spaces across campus.

• Must be able to efficiently and effectively troubleshoot and develop viable solutions to common scheduling issues such as room conflicts and able to help clients find alternative space options when necessary.

• Provide clients with information regarding technical capabilities and other available room equipment and/or be able to refer clients to appropriate contacts or resources.

Event Coordination

• Provide advisory services and/or event management support for events, programs, and activities.

• Advise clients or secure services, as appropriate, from supporting departments, including but not limited to Public Safety, AV Services, and Facilities. Related support services may include but are not limited to, room setup and breakdown, clean-up, equipment use, and catering.

• Attend events, programs, or activities, as appropriate, to ensure all activities proceed smoothly. This may include attendance during evenings and weekends.

• Conduct walkthroughs of ULSE facilities to determine how the department's resources can facilitate the clients' event vision.

• Maintain all event details in the department's event management system in accordance with departmental and University guidelines.

• Mitigate risk by providing guidance on policies that may impact an event, ensuring compliance with risk management policies and protocols.

Administrative

• Include but are not limited to, attending regularly scheduled staff, individual, and committee meetings, and staff development.

• Assist with major University programs and events including, but not limited to, New Student Orientation, Commencement, Convocation, Homecoming, Alumni Weekend, Family Weekend, etc.

Qualifications

• High School Grad/GE Degree and 5 to 7 years of experience or an equivalent combination of education and experience is required.

• 1-2 years of customer service experience required.

• Must be able to work a flexible/rotating schedule, including extended weekdays and weekends.

• Bachelor's degree preferred.

• Previous event coordination and scheduling experience preferred.

• Previous student affairs experience preferred.

• Previous experience in higher education is preferred.

Application Requirement

• A Cover Letter and Resume/CV are required to be considered for this position. Please upload your cover letter, which asks you to upload your resume/CV; multiple documents are allowed.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Student Activities

Pay Range

$20.45 - $25.72 Hourly 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, 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