Events Coordinator

Job description
Events 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

Events Coordinator

Job Profile Title

Administrative Coordinator

Job Description Summary

University Life Space and Events is a centralized resource for
planning student (undergraduate, graduate, and professional),
departmental, and non-Penn-affiliated events within University Life
venues and managed spaces. ULSE provides guidance and education on
event planning, related policies, compliance, space, and scheduling
support, and generally aides students and departments in navigating
the Penn ecosystem of space reservations and events. The ULSE team
shares a commitment to consistently providing transformational
customer service, while cultivating relationships with internal and
external community members (users of our spaces/services). The
Scheduling and Events team takes a holistic and comprehensive
approach to supporting student groups planning and hosting events,
and prides itself on advising the event planning community at the
University of Pennsylvania.

Under the direction of the manager of events, the events
coordinator (EC) is part of the team responsible for managing
events in Houston Hall, Irvine Auditorium, Iron Gate Theatre, Penn
Commons, and College Green and provides scheduling support for
non-academic events in Central Pool Classrooms. The EC receives
general direction from and reports to the manager of events.

The EC 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 EC ensures that groups are advised of facilities' policies and
that the appropriate supporting documentation is accurately
completed. The EC collaborates with the manager of events and other
relevant staff when events require special attention or
supervision, such as open expression or police presence, or when
exceptions to established guidelines are requested. This position
works closely with the Registrar's Office, Hospitality Services,
and internal teams.

Job Description

Job Responsibilities
• 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.
Attending 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.
• Serve as one of the lead advisors on scheduling space, respond
to questions, and problem-solve 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.
• 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
• Bachelor's Degree and 1 - 2 years of experience in facilities
event planning or related areas or or equivalent combination of
education and experience required.
• Working knowledge of Windows 10 as well as Microsoft Office
suite of computer products preferred.
• Knowledge of Event Reservation systems such (Momentous, 25
Live, EMS)
• Must pay strict attention to detail.
• Background check required.

Application Requirement
• A Cover Letter and Resume/CV are required to be considered for
this position. Please upload your Cover Letter where it asks you to
upload your Resume/CV; multiple documents are allowed.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Student Activities

Pay Range

$21.15 - $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, 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.

​

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

Equal Employment 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.

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Houston-Hall/Events-Coordinator_JR00106624

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