Administrative Coordinator, Conferences and Events

University of Pennsylvania; Philadelphia (Philadelphia County); On-site; USD 10,000 - 60,000; Full time

Job description

Administrative Coordinator, Conferences and Events

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
Administrative Coordinator, Conferences and Events

Job Profile Title
Administrative Coordinator

Job Description Summary
The University of Pennsylvania Carey Law School is one of the nation's oldest and most distinguished Law Schools. The School offers a unique approach, incorporating cross-disciplinary legal education, a distinctly collaborative environment, and an innovative curriculum to enrich student learning. The small and highly interdisciplinary faculty achieves scholarly excellence while emphasizing a shared effort to advance understanding of the law. The result is an intellectual community that bridges traditional boundaries and disciplines within a renowned internal culture of collegiality, making the University of Pennsylvania Carey Law School an extraordinarily supportive academic community for all its members.

The Conferences and Events team is the locus of support to faculty planning academic symposia, conferences, and presentations and also maintains a supportive faculty environment via management of the Faculty Lounge and regular events held there. The Administrative Coordinator on the team completes a variety of administrative tasks for the Faculty Lounge and for other team members as we ensure excellence in a wide array of events hosted each year by Penn Carey Law and its faculty.

This position is fully on-site and is not hybrid eligible. Reporting to the Interim Director for Conferences and Events, the Administrative Coordinator has the following responsibilities:

Job Responsibilities:

Event Support

1. Complete a variety of tasks in preparation for Penn Carey Law events:
   1. Support Program Coordinators and Managers in all aspects of event workplans.
   2. Create nametags, table tents, agenda, and other collateral for all events.
   3. Prepare pre-event collateral, including agendas, bios, and other materials; publish information to web sites on request.
   4. Support travel and hotel reservations for guests participating in Penn Law events and in faculty ad hocs, committees, or presentations.
2. Staff registration and provide full troubleshooting support on the day of the event.
3. Assist in event close-outs post-event:
   1. Assist in managing reimbursements to guests and faculty members.

Faculty Lounge Support

1. Set up and clean up daily breakfast and frequent Faculty lunches.
2. Manage the ordering of and the replenishment of stock in the Faculty Lounge (coffee, tea, soft-drinks, milks, etc.).

Equipment Maintenance and Storage

1. Order supplies for Conferences and Events.
2. Manage equipment, ensure secure storage.
3. Assist in ordering and secure maintenance of Penn Carey Law branded stock.

Special Projects

1. Complete a host of special project requests from the Director of Conferences and Events and other team members.

Other Duties as Assigned

Qualifications

Work Cooperatively in a Team Environment

Approach work in a cooperative and service-oriented manner. Work closely with co-workers to complete tasks well and on time. Share equipment and responsibilities in a sensitive and supportive manner. Understand and participate fully in the work of the team.

Qualifications:

1. HS degree and 5-7 years of experience; or equivalent. Three to five years of relevant experience in a high-level event environment.
2. Excellent attendance to detail and to completing all work.
3. Established track record as collaborator in the workplace, within the immediate department and within a larger institution.
4. Experience working with various constituencies including faculty members and academics, alumni and donors, vendors and caterers, facilities management, high-level administrators, and others.
5. Must be available to work occasional weekends and/or after regular business hours.
6. Work according to the Penn Carey Law staff ideals.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Law School

Pay Range
$20.45 - $30.00 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.
• Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn.
• Retirement: Penn offers generous retirement plans to help you save for your future.
• Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year.
• Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff long-term care insurance.
• 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.
• 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.
• Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff.
• Flexible Work Hours: Flexible work options offer creative approaches for completing work.
• Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home.
• Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child.

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

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Law-School/Administrative-Coordinator--Conferences-and-Events_JR00090831-1