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University of Pennsylvania Event Coordinator in Philadelphia, Pennsylvania

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.

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

Event Coordinator

Job Profile Title

Administrative Assistant B

Job Description Summary

This position acts as an event coordinator assisting clients with the details of their previously scheduled events in Perelman Quadrangle, as well as various locations throughout campus.

Job Description

This position is responsible for arranging individual events scheduled in Perelman Quadrangle and other VPUL Performing Arts Facilities. Receives event assignments from Assistant Manager of Event Services. Receives general direction from and reports to the Manager of Event Services.

Responsibilities/Duties:

  • Act as event coordinator, for both internal and external events, assisting clients with details in reference to their planned events in Perelman Quadrangle, as well as various VPUL administrated locations throughout campus.

  • Determine and make special event arrangements in such areas as audio-visual equipment, room setups, catering, furniture rental and staffing needs.

  • Ensure that all contacts/clients are properly informed of policies and practices in reference to event protocol in reserved spaces.

  • Alert the Manager of Event Services and other relevant staff when events require special attention or supervision, such as Open Expression or police attention.

  • Serve as an event planning liaison to Department of Public Safety, Facilities Services, Classroom Technological Services, and Building Administrators to ensure that all appropriate arrangements have been made for scheduled events.

  • Visits as many events as possible to ensure quality standards are maintained. Greets clients and double checks arrangements and attends to last minute requests.

  • As a member of the VPUL Event Services team, assist with event preparation and program initiatives as needed.

  • Other duties and responsibilities as assigned.

Qualifications:High school diploma required, Bachelor's Degree preferred and 2-3 years of experience in facilities event planning or equivalent combination of education and experience. Working knowledge of Windows 10 and Microsoft Office Suite. Excellent oral and written communications skills. Must pay strict attention to detail. Demonstrated customer service skills. Required to work flexible schedule as events dictate and may be required to wear appropriate clothing as provided.

Working Conditions

Office environment. Occasional lifting up to 25 lbs.

Cover letter and resume required.

Perelman Quadrangle is a collection of event facilities located on the University of Pennsylvania's beautiful historic campus. Our spaces have nurtured the growth, vision, and success of the Penn community and its guests since 1896. Perelman Quadrangle features stately buildings and state-of-the-art facilities which house lecture and performance spaces, meeting rooms, and classrooms

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Student Services

Pay Range

$17.58 - $31.65

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.

The University of Pennsylvania's special character is reflected in the diversity of the Penn community. We seek talented faculty and staff who will constitute a vibrant community that draws on the strength that comes with a substantive institutional commitment to diversity along dimensions of race, ethnicity, gender, sexual orientation, age, religion, disability, veteran status, interests, perspectives, and socioeconomic status. Grounded in equal opportunity, nondiscrimination, and affirmative action, Penn's robust commitment to diversity is fundamental to the University's mission of advancing knowledge, educating leaders for all sectors of society, and public service. The University of Pennsylvania prohibits unlawful discrimination based on 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.

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