Project Coordinator-Vice Provost for the Arts

Philaculture; Pennsylvania; On-site; USD 45,000 - 70,000; Full time

Job summary

Greater Philadelphia Cultural Alliance in Philadelphia, PA is seeking a Project Coordinator for the Vice Provost for the Arts to oversee program management, administrative operations, and communications across departments. You will coordinate events from planning to on-site execution, supervise budgeting, and manage a range of design assets and social channels.

Ideal candidates bring a Bachelor’s degree with 1–2 years of experience, strong writing and communication skills, and the ability to

Qualifications

• Bachelor's degree and 1–2 years of experience or equivalent combination of education and experience is required; 2–3 years of experience preferred.
• Successful track record in planning and executing events or multi-stakeholder programs with attention to detail.
• Strong written and verbal communication skills for reports, web, or marketing materials.
• Knowledge of software systems including WordPress, Adobe Suite, Eventbrite, Concur, Teams, and the complete Microsoft Office Suite.
• Experience managing social media across platforms.
• Knowledge of Penn or similarly complex higher education environments is a plus.
• Demonstrated ability to communicate clearly, be self-directed, organized, and collaborative; commitment to diversity and equity.

Responsibilities

• Serve as project coordinator for VPA programs and events, managing timelines and stakeholder communications to ensure successful delivery.
• Coordinate and oversee administrative operations for VPA, including scheduling, travel arrangements, contracting, invoicing, and partnership documentation.
• Manage logistics, keep event supplies inventory, supervise contract staff, track budgets and deliverables, and enhance engagement through website and social media updates.
• Support communications with internal and external stakeholders and respond to queries from students, faculty, staff, and partners.
• Organize and analyze documentation, reports, and program data to inform planning and evaluate impact.
• Maintain workflows and processes that advance departmental goals and improve efficiency.
• Assist in developing new systems and tools to strengthen departmental efficiency and accessibility.
• Perform other duties as assigned.

Skills

Communication skills

Writing/editing

Team collaboration

Social media management

Education

Bachelor's degree or equivalent

Tools

WordPress

Adobe Creative Suite

Eventbrite

Concur

Microsoft Teams

Microsoft Office

Job description

Project Coordinator‑Vice Provost for the Arts

This full‑time position will manage all aspects of routine to complex projects for the Vice Provost for the Arts (VPA) organization, collaborate with key internal and external stakeholders, and manage vital administrative functions, ensuring the effective and efficient operation of the department. They will serve as a key liaison collaborating across departments and with external partners, ensuring efficient and effective operation of VPA’s initiatives, managing vital administrative functions, and serving as the project manager for all programmatic activities.

This position offers the opportunity to contribute to a dynamic team shaping the arts and enhancing its impact within the University of Pennsylvania, the Philadelphia community, and more broadly in the field nationally and internationally. The ideal candidate for this position will have strong communication and organizational skills, work well in a team environment, and will have the management acumen and keen eye for detail required for the oversight of key projects and departmental administration.

Job 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.

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.
• Knowledge of and experience with software systems, including WordPress, Adobe Suite, Eventbrite, Concur, Teams, and the complete Microsoft Office Suite.
• Experience managing social media across platforms.
• Knowledge of Penn or a similarly complex higher education environment is a plus.
• The successful candidate will also be a generous, thoughtful, and clear communicator; highly self‑directed, organized, and proactive; thrive in a collaborative, fast‑paced, team‑based environment; and have a demonstrated commitment to building a diverse, inclusive, and equitable institution.

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.

Greater Philadelphia Cultural Alliance
The Philadelphia Building
1315 Walnut Street, Suite 1101
Philadelphia, PA 19107
email: [e-mail]