Arts Programs Project Coordinator

University of Pennsylvania; Philadelphia (Philadelphia County); On-site; USD 33,000 - 65,000; Full time

Benefits offered by this job

Health, Life, and Flexible Spending

Tuition benefits

Wellness and Work-life Resources

Professional development

Job summary

University of Pennsylvania in Philadelphia is seeking a Project Coordinator to manage routine to complex projects for the Vice Provost for the Arts (VPA). You will collaborate with internal and external stakeholders and oversee vital administrative functions to ensure efficient operation of the department.

The role requires strong communication, organization, and project-management skills, working across departments and with partners to advance VPA initiatives and institutional planning.

Qualifications

• Bachelor's degree and 1 to 2 years of experience or equivalent combination of education and experience is required; 2 to 3 years of experience preferred.
• The successful candidate will have a record of success in planning and executing events or multi-stakeholder programs with a keen eye for detail.
• The role demands strong written and verbal communication skills, including the ability to create and edit content for reports, web, or marketing materials.

Responsibilities

• Serve as project coordinator for VPA programs and events, from early-stage planning to on-site implementation. Independently manage timelines and stakeholder communications to ensure successful delivery.
• Coordinate and oversee administrative operations for VPA, including scheduling, travel arrangements, contracting, invoicing, and partnership documentation. Exercise independent judgment in managing competing priorities and ensuring compliance with University policies and procedures.
• Coordinate logistics, maintain event supplies inventory, supervise contract event staff, and track budgets, benchmarks, and deliverables. Anticipate operational needs, identify risks, and present solutions to the unit to ensure office efficiency. Manage VPA website, social media, and design assets. Establish priorities for updates and improvements, and make recommendations that strengthen engagement and visibility.
• Support communications with internal and external stakeholders and manage the VPA office email account. Independently respond to queries from students, faculty, staff, and community partners, determining appropriate course of action and ensuring timely resolution of issues.
• Organize and analyze documentation, reports, and program data to inform institutional planning, support strategic decision-making, and evaluate program impact and effectiveness.
• Maintain workflows, records, and operational processes that advance departmental goals, improve efficiency, and support the achievement of strategic priorities.
• Assist in developing and implementing new systems and tools that strengthen departmental efficiency, accessibility, and sustainability, and long-term operational effectiveness.
• Other duties and responsibilities as assigned.

Skills

Strong written and verbal comms

Detail oriented

Collaborative team player

Proactive self-management

Education

Bachelor's degree + 1–2 years experience

Tools

WordPress

Adobe Suite

Eventbrite

Concur

Teams

Microsoft Office

Job description

University of Pennsylvania in Philadelphia is seeking a Project Coordinator to manage routine to complex projects for the Vice Provost for the Arts (VPA). You will collaborate with internal and external stakeholders and oversee vital administrative functions to ensure efficient operation of the department.

The role requires strong communication, organization, and project-management skills, working across departments and with partners to advance VPA initiatives and institutional planning.