Project Coordinator, Vice Provost for the Arts

University of Pennsylvania; Pennsylvania; On-site; USD 50,000 - 65,000; Full time

Benefits offered by this job

Health insurance

Tuition benefits

Retirement plan

Time off

Flexible work hours

Job summary

University of Pennsylvania is seeking a Project Coordinator for the Vice Provost for the Arts (VPA). The role manages programs and events, coordinates across departments and external partners, and supports essential administrative functions to ensure efficient operation of the VPA.

The successful candidate will demonstrate strong communication, organization, and team collaboration skills, with experience in event planning and a track record of timely, detail‑oriented execution in a fast-paced

Qualifications

• Bachelor's degree and 1–2 years of related experience or equivalent combination.
• Experience planning events or multi-stakeholder programs with keen eye for detail.
• Strong written and verbal communications skills; ability to edit content for reports, web, or marketing materials.

Responsibilities

• Serve as project coordinator for VPA programs and events, from planning to on-site delivery.
• Oversee administrative operations for VPA, including scheduling, travel, contracting, invoicing, and partnerships.
• Manage budgets, timelines, and deliverables; maintain VPA website, social media and design assets.
• Coordinate internal/external communications and respond to inquiries from students, faculty, staff, and partners.
• Organize and analyze program data to inform planning and evaluate impact.
• Develop and implement new systems to improve efficiency and sustainability.

Skills

Project coordination

Communication

Organisation

Team collaboration

Attention to detail

Education

Bachelor's degree

Tools

WordPress

Adobe Suite

Eventbrite

Concur

Teams

Microsoft Office

Job description

Project Coordinator, Vice Provost for the Arts

University Overview

The University of Pennsylvania, the largest private employer inPhiladelphia, is a world-renowned leader in education, research,and innovation. This historic, Ivy League school consistently ranksamong the top 10 universities in the annual U.S. News & WorldReport survey. Penn has 12 highly-regarded schools that provideopportunities for undergraduate, graduate and continuing education,all influenced by Penn's distinctive interdisciplinary approach toscholarship and learning. As an employer Penn has been rankednationally on many occasions with the most recent award from Forbeswho named Penn one of America's Best Large Employers in 2023.

Posted Job Title

Project Coordinator, Vice Provost for the Arts

Job Profile Title

Coordinator A

Job Description Summary

This full-time position will manage all aspects of routine tocomplex projects for the Vice Provost for the Arts (VPA)organization, collaborate with key internal and externalstakeholders, and manage vital administrative functions, ensuringthe effective and efficient operation of the department. They willserve as a key liaison collaborating across departments and withexternal partners, ensuring efficient and effective operation ofVPA's initiatives, managing vital administrative functions, andserving as the project manager for all programmaticactivities.

This position offers the opportunity to contribute to a dynamicteam shaping the arts and enhancing its impact within theUniversity of Pennsylvania, the Philadelphia community, and morebroadly in the field nationally and internationally. The idealcandidate for this position will have strong communication andorganizational skills, work well in a team environment, and willhave the management acumen and keen eye for detail required for theoversight of key projects and departmental administration.

Job Responsibilities

• Serve as project coordinator for VPA programs and events, fromearly-stage planning to on-site implementation. Independentlymanage timelines and stakeholder communications to ensuresuccessful delivery.
• Coordinate and oversee administrative operations for VPA,including scheduling, travel arrangements, contracting, invoicing,and partnership documentation. Exercise independent judgment inmanaging competing priorities and ensuring compliance withUniversity policies and procedures.
• Coordinate logistics, maintain event supplies inventory,supervise contract event staff, and track budgets, benchmarks, anddeliverables. Anticipate operational needs, identify risks, andpresent solutions to the unit to ensure office efficiency. ManageVPA website, social media, and design assets. Establish prioritiesfor updates and improvements, and make recommendations thatstrengthen engagement and visibility.
• Support communications with internal and external stakeholdersand manage the VPA office email account. Independently respond toqueries from students, faculty, staff, and community partners,determining appropriate course of action and ensuring timelyresolution of issues.
• Organize and analyze documentation, reports, and program datato inform institutional planning, support strategicdecision-making, and evaluate program impact andeffectiveness.
• Maintain workflows, records, and operational processes thatadvance departmental goals, improve efficiency, and support theachievement of strategic priorities.
• Assist in developing and implementing new systems and toolsthat strengthen departmental efficiency, accessibility, andsustainability, and long-term operational effectiveness.
• Other duties and responsibilities as assigned.

Qualifications

• Bachelor's degree and 1 to 2 years of experience or equivalentcombination of education and experience is required; 2 to 3 yearsof experience preferred.
• The successful candidate will have a record of success inplanning and executing events or multi-stakeholder programs with akeen eye for detail.
• The role demands strong written and verbal communicationskills, including the ability to create and edit content forreports, web, or marketing materials.
• Knowledge of and experience with software systems, includingWordPress, Adobe Suite, Eventbrite, Concur, Teams, and the completeMicrosoft Office Suite.
• Experience managing social media across platforms.
• Knowledge of Penn or a similarly complex higher educationenvironment is a plus.
• The successful candidate will also be a generous, thoughtful,and clear communicator; highly self-directed, organized, andproactive; thrive in a collaborative, fast-paced, team-basedenvironment; and have a demonstrated commitment to building adiverse, inclusive, and equitable institution.

Application Requirement

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

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Provost's Center

Pay Range

$50,366.00 - $65,000.00 Annual Rate

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), citizenshipstatus, age, disability, veteran status or any class protectedunder applicable federal, state or local law.

Special Requirements

Background checks may be required after a conditional job offer ismade. Consideration of the background check will be tailored to therequirements of the job.

University Benefits

• Health, Life, and Flexible Spending Accounts: Pennoffers comprehensive medical, prescription, behavioral health,dental, vision, and life insurance benefits to protect you and yourfamily's health and welfare. You can also use flexible spendingaccounts to pay for eligible health care and dependent careexpenses with pre-tax dollars.
• Tuition: Take advantage of Penn's exceptional tuitionbenefits. You, your spouse, and your dependent children can gettuition assistance here at Penn. Your dependent children are alsoeligible for tuition assistance at other institutions.
• Retirement: Penn offers generous retirement plans tohelp you save for your future. Penn's Basic, Matching, andSupplemental retirement plans allow you to save for retirement on apre-tax or Roth basis. Choose from a wide variety of investmentoptions through TIAA and Vanguard.
• Time Away from Work: Penn provides you with asubstantial amount of time away from work during the course of theyear. This allows you to relax, take vacations, attend to personalaffairs, recover from illness or injury, spend time withfamily-whatever your personal needs may be.
• Long-Term Care Insurance: In partnership with GenworthFinancial, Penn offers faculty and staff (and your eligible familymembers) long-term care insurance to help you cover some of thecosts of long-term care services received at home, in the communityor in a nursing facility. If you apply when you're newly hired, youwon't have to provide proof of good health or be subject tounderwriting requirements. Eligible family members must alwaysprovide proof of good health and are subject to underwriting.
• Wellness and Work-life Resources: Penn is committed tosupporting our faculty and staff as they balance the competingdemands of work and personal life. That's why we offer a widevariety of programs and resources to help you care for your health,your family, and your work-life balance.
• Professional and Personal Development: Penn provides anarray of resources to help you advance yourself personally andprofessionally.
• University Resources: As a member of the Penn community,you have access to a wide range of University resources as well ascultural and recreational activities. Take advantage of theUniversity's libraries and athletic facilities, or visit ourarboretum and art galleries. There's always something going on atPenn, whether it's a new exhibit at the Penn Museum, the latestmusic or theater presentation at the Annenberg Center, or the PennRelays at Franklin Field to name just a few examples. As a memberof the Penn community, you're right in the middle of theexcitement-and you and your family can enjoy many of theseactivities for free.
• Discounts and Special Services: From arts andentertainment to transportation and mortgages, you'll find greatdeals for University faculty and staff. Not only do Penn arts andcultural centers and museums offer free and discounted admissionand memberships to faculty and staff. You can also enjoysubstantial savings on other goods and services such as new carsfrom Ford and General Motors, cellular phone service plans, movietickets, and admission to theme parks.
• Flexible Work Hours: Flexible work options offercreative approaches for completing work while promoting balancebetween work and personal commitments. These approaches involve useof non-traditional work hours, locations, and/or jobstructures.
• Penn Home Ownership Services: Penn offers a forgivableloan for eligible employees interested in buying a home orcurrently residing in West Philadelphia, which can be used forclosing costs or home improvements.
• Adoption Assistance: Penn will reimburse eligibleemployees on qualified expenses in connection with the legaladoption of an eligible child, such as travel or court fees, for upto 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), citizenshipstatus, age, disability, veteran status or any class protectedunder applicable federal, state or local law.