Special Events and Project Coordinator

The University of Pennsylvania, a world-renowned leader in education, research, and innovation, is the largest private employer in Philadelphia. Consistently ranked among the top 10 universities in the U.S., Penn offers a unique working environment within the city of Philadelphia, combining a beautiful urban campus with access to a range of educational, cultural, and recreational activities.

About the Role

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. This position is the primary administrative coordinator for the Office of the University Secretary (OUS), liaising with sixteen Boards of Advisors and additional advisory boards across the University. With a dotted-line report to the Senior Director of Operations and Technology and in partnership with the Associate Vice President, this role serves as the Office’s primary point person and frontline contact for University ceremonies. Responsibilities include organizing and supporting the participation of OUS and University leadership in ceremonial events such as Commencement, the Honorary Degree Dinner, Convocation, Inauguration, and special programs. This position requires substantial judgment, initiative, critical thinking, collaboration, diplomacy, confidentiality, and the ability to manage multiple priorities and cross-functional projects.

Responsibilities

Boards of Advisors

• Serve as administrative liaison between the Office of the University Secretary and administrative staff of ten schools and six centers for 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, University Secretary, and Senior Director of Boards and External Relations.
• Serve as an administrative liaison between the Office of the University Secretary and Central Development and other units for 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 follow-up.
• Support the planning of Board of Advisor events and programs sponsored by the Office of the University Secretary.
• Manage special projects, 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.

Ceremonies

• Administer all Commencement-related tasks on behalf of the Office of the University Secretary.
• Collaborate with the Office of the President Special Events colleagues on Commencement matters, 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.
• Manage the production of an 80-page Commencement program, including outreach to the Office of the University Registrar and numerous departments to collect and compile academic and ceremonial information.
• Coordinate editorial, art, and materials to meet established standards and deadlines; manage copy editing and proofreading to ensure factual and grammatical accuracy.
• Coordinate all logistical aspects related to Honorary Degree (HD) recipients and their guests before, during, and after Commencement, including travel arrangements, logistics, regalia, diplomas, ticketing, and biographic data compilation.
• Ensure high-quality service delivery for all HD-related activities, providing an exceptional experience for guests while on campus.
• Conduct 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 email queries from staff, students, parents, and third parties regarding Commencement; respond to and monitor all service requests.
• Support the Associate Vice President in all tasks related to planning and execution of the Presidential Inauguration ceremony and related events.
• Partner with the President’s Office for the Office of the University Secretary’s involvement in Convocation.

Additional Responsibilities

• Manage calendaring, scheduling, meeting organization, and materials/agenda management 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.
• Perform other duties as assigned; willingness to work occasional weekends as needed.

Qualifications

• Bachelor of Arts, Bachelor of Science, or 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. 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 proofreading skills.
• Strong interpersonal skills and sensitivity to confidential information; 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.

Pay

$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.

Benefits

• Health, Life, and Flexible Spending Accounts: Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits. Flexible spending accounts for eligible health care and dependent care expenses with pre-tax dollars.
• Tuition: Exceptional tuition benefits for you, your spouse, and dependent children at Penn and other institutions.
• Retirement: Generous retirement plans allowing pre-tax or Roth savings with a wide variety of investment options through TIAA and Vanguard.
• Time Away from Work: Substantial time off for vacations, personal affairs, illness or injury, and family needs.
• Long-Term Care Insurance: Coverage for long-term care services at home, in the community, or in a nursing facility for faculty, staff, and eligible family members.
• Wellness and Work-life Resources: Programs and resources to support work-life balance, health, and personal well-being.
• Professional and Personal Development: Resources to advance personal and professional growth.
• University Resources: Access to libraries, athletic facilities, arboretum, art galleries, and cultural and recreational activities such as exhibits at the Penn Museum, performances at the Annenberg Center, and the Penn Relays at Franklin Field.