Job Details

Events and Administrative Coordinator

Position Number: 7090256
Location: Philadelphia, PA
Position Type: Conference and Events Administration

Events and Administrative Coordinator

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
Events and Administrative Coordinator

Job Profile Title
Administrative Coordinator

Job Description Summary
** Please note that this is a term position, dependent upon grant funding, with a target end date of June 30, 2029.**

The Events and Administrative Coordinator provides operational and logistical support for the Stavros Niarchos Foundation (SNF) Paideia Program, which fosters opportunities for the Penn community to learn about dialogue, from dialogue, and how to dialogue, towards a goal of individual and societal wellness.

This role focuses on the execution of program events, reliable office management, and the administration of program funding. The ideal candidate is a detail-oriented multitasker who enjoys creating organized systems and supporting a collaborative team of about a dozen. As a Coordinator for SNF Paideia, you co-create spaces where transformative dialogue happens. Your work ensures that facilitators and participants can focus on the conversation, knowing the logistics are handled with precision and care.

Job Description

Job Responsibilities

Event coordination and logistics/Program Support: Lead planning and logistical execution for most SNF Paideia events; Vendor Management: Research and place catering and supply orders; manage relationships with external vendors; Financial Processing: Facilitate speaker payments and honorariums in compliance with university policies; Tracking: Maintain the master event calendar and internal tracking sheets for scheduling and reporting purposes; and Large-Scale Support: Provide "all-hands-on-deck" assistance for flagship events. These events sometimes take place outside regular work hours.
Office Operations & Space Management/Liaison Services: Act as the primary point of contact for university support services, including IT and building management; Procurement: Monitor and order office supplies and branded merchandise; Space Maintenance: Maintain a comfortable, professional, and welcoming office atmosphere for students, faculty, and visitors. This includes overseeing the space, ensuring the office and common areas remain tidy and organized. Team Coordination: Maintain the internal Work from Home (WFH) staff calendar to ensure office coverage and transparency.
Grant & Financial Administration/Committee Service: Serve as a member of the review committee for Dialogue & Engagement grants; Fund Transfers: Process and track financial transfers for approved grants, student funding, and general event funding.
Communications & Promotion Support/Digital Tools: Create and manage Eventbrite registrations and digital RSVP lists for program events; Outreach: Assist the Communications Director in enhancing event promotion and gathering information for newsletters or social media.
Other duties and responsibilities as assigned

Qualifications

High School Grad/GE Degree, and 5 to 7 years of experience or equivalent combination of education and experience is required.
Bachelor's degree and 0-2 years of experience in administrative support, event planning, or student worker roles within a university preferred.
Technical Skills: Proficiency in Microsoft Office Suite (must include Excel) and familiarity with event platforms like Eventbrite, the ability to learn new software systems.
Soft Skills: Exceptional organizational habits, a customer service mindset for campus visitors, the ability to pivot between tasks quickly and to take initiative on assigned tasks, a willingness to ask for help when needed, flexibility in work hours to align with event scheduling, and a desire and capacity to work with people in diverse roles at the university (e.g., students, faculty, and staff).
Mission Alignment: An interest in the program's mission of fostering dialogue across difference and civic engagement.

Application Requirement

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

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Provost Interdisciplinary Programs

Pay Range
$21.15 - $25.00 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, 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.

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), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.

Special Requirements
Background checks may be 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. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
Retirement: Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family-whatever your personal needs may be.
Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
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. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
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 as well as cultural and recreational activities. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitement-and you and your family can enjoy many of these activities for free.
Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to 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), citizenship status, age, disability, veteran status or any class protected under applicable federal, state, or local law.

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/College-Hall/Events-and-Administrative-Coordinator_JR00118945