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 Programs and Events Coordinator - Penn Medicine Job Profile Title Administrative Coordinator Job Description Summary Under supervision of the Senior Director of Events, the coordinator works to support all and manage some events. Manage all event data while providing support to the Institutional Events area. In this role there is regular interaction with the Penn Medicine leadership team including both the Dean and EVP and the CEO. This position handles all internal and external meetings and materials required for the planning of key Institutional Events. Supports the planning of key events including, Penn Medicine in Florida, Awards of Excellence, Master Clinician Dinner, professorship events, welcome receptions, and Major UPHS/PSOM events such as groundbreakings, openings, and dedications. This position will also manage the Advances series (2 events per year), Promoted Faculty, Student Picnic, and Sparkman Lecture events. Duties include securing event sites, room reservations, hiring vendors (caterers, florist, photographer, etc.), securing audio-visual support and making travel plans. Draft, edit and finalize individual communications & email invitations and manage select mass mailings. Process invoices, purchase orders, and other budget forms. Job Description Specific Responsibilities + Manage the Advances series for PMDAR. This includes being the lead contact for all internal and external questions + Manage the Promoted Faculty event with the Senior Executive Director, Communications and External Affairs and consultation from the Executive Director of Faculty Affairs and Professional Development + Schedule and coordinate meetings with all necessary participants both internally and externally + Manage the PMDAR events calendar + Prepare all event attendee materials including attendee lists (multiple uses) name badges, tent cards, table cards, place cards and contact lists as well as assembling event materials needed to support the event. + Process necessary invoices and maintain invoice log for monthly financial reconciliation. + Collect and input all RSVP information into appropriate event databases and report on status as needed to internal /external customers as well as other PMDAR staff and administration + Develop and maintain all databases for Institutional Events, requiring the ability to download and upload files and manipulate/create fields to capture all necessary information. This will be done with support from IT / Reporting Group. + Coordinate with Creative Services through Birdview for invitation & collateral design. + Prepare standard and comprehensive (and when necessary confidential materials) department documents and reports as requested by the PMDAR CAO Team + Build email invitations & registration pages + Assist with virtual events + Will advise Internal/External Clientele on event protocol when the PMDAR events team may not be managing the event + Perform other duties as assigned. **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: + High school graduate and 5-7 years of experience or equivalent combination of education and experience required. Bachelor's degree preferred. + Experience in a development setting or event planning preferred. + Strong organizational skills and ability to work in a fast-paced, complex environment under limited supervision. + Knowledge of iModules, MyEmma, MarketCloud, CVENT, Social Tables, Canva, Salesforce (Compass) preferred. + Experience with online platforms such as Zoom, Zoom Events, and Teams. + Ability to draft written and electronic communications pieces in a professional and engaging style. + Excellent interpersonal skills and ability to work on several projects simultaneously under tight deadlines. + A reliable, resourceful, and energetic personality capable of working well in both lead and support roles on a team. + Ability to lift/carry 25 lbs. or less. + Evening and occasional weekend work and ability to staff all events are essential to this job. Job Location - City, State Philadelphia, Pennsylvania Department / School Development and Alumni Relations Pay Range $20.45 - $24.20 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. 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. ​ To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay The University of Pennsylvania’s special character is reflected in the wide variety of backgrounds, experiences, and perspectives of the Penn community. We seek talented faculty and staff who will constitute a vibrant community and help create an educational and working environment that best supports the University’s commitment to excellence in teaching, research, and scholarship. 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.