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Job Description Summary
The Events Coordinator is an integral collaborator on important faculty conferences, colloquia, symposia, meetings, and events. The Events Coordinator has responsibility for using technology for organizing and implementing these critical faculty events as well as for staffing ongoing ad-hocs, lunches, and other faculty meetings.
During the summer months (mid-May to mid-August), the Coordinator joins our highly productive Legal Education Programs team to assist in the production of a series of educational programs.
This full-time role reports to the Director of Conferences and Events and to the Director of Legal Education Programs.
This position provides administrative support and project management to the Law School faculty and its Centers and Institutes during the academic year and for Legal Education Programs during the summer months. The incumbent will engage in a wide range of activities including event management, administrative support, interaction with faculty and staff on campus and at local events. The position also interacts with senior administrators, visiting academics and jurists, faculty, board members, government officials and corporate executives. The position includes budget oversight of a wide variety of programs involving catering, reserving travel and accommodations, and reimbursement for visiting academics. The Events Coordinator interacts with law faculty, and therefore must prioritize while delivering a very high level of service.
Staffing Faculty Events, Conferences and Symposia
During the academic year, alongside colleagues in the Penn Law Conferences and Events Department, organize and implement all aspects of faculty events (more than 200 per year).
Use technology and software in a variety of capacities to organize and implement events. Serve as a knowledge expert in software designed for event management (currently Cvent).
Organize travel and hotel reservations for guests participating in faculty ad-hocs, committees, or presentations. Develop and implement systems for making hotel block reservations and individual reservations for attendees at faculty conferences and events.
Post materials to websites; keep websites current for upcoming events.
Staff conferences and events; prepare and distribute agendas, invitations, and other materials, publish information to websites, manage registration lists, prepare materials for the day of the event.
Staff registration tables and troubleshoot on the day of the event.
Perform event followup, including running reports, ensuring vendor payments and guest reimbursements.
Staff Faculty Meetings, Retreats and Conferences
Order, set up and clean up daily breakfast and weekly Faculty lunch, order and set up lunch for various faculty committees, reception and luncheons. Maintain stock in the faculty lounge (coffee, tea, soft drinks, milks, etc.); ensure stock is replenished at least daily.
Organize in-house supports and catering for faculty meetings.
Support major faculty-wide events including the annual Faculty Retreat, end of year dinners, faculty book colloquia and others.
Staff Legal Education Programs
From mid-May through mid-August, assist the Legal Education Programs team with execution and delivery of world-class programming for a variety of audiences.
Work with faculty and various departmental colleagues throughout the Law School to ensure successful delivery of programs.
Support programs around catering, travel and hotels, transportation services, printing, etc. On the day of the event, staff registration tables and otherwise ensure exemplary service and programming for attendees.
Qualifications BA/BS strongly preferred and 3-4 years of administrative experience or equivalent combination of education and experience; event planning experience strongly preferred. Ability to work well with others in a service-oriented environment; positive attitude and interest in getting the work of the team done are essential. Must be able to demonstrate ability to prioritize and complete multiple tasks; excellent attention to detail; flexibility. Excellent facility with technological tools including word processing (Microsoft Word environment), spreadsheets, presentation software, web posting/HTML, scanning. Must be able to work under pressure with time constraints; occasional need for evening and/or weekend staffing of faculty events. Experience within a College or University setting preferred.
Working Conditions Office; a wide variety of event spaces in the law school and off-campus
Physical Effort Typically sitting at a desk or table, occasional light lifting >25 lbs.
Job Location - City, State
Department / School
$20.00 - $36.00
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.
Internal Number: JR00005113
About University of Pennsylvania
Penn has a long and proud tradition of intellectual rigor and pursuit of innovative knowledge, begun by Benjamin Franklin in 1740. That tradition lives today through the creativity, entrepreneurship, and engagement of our faculty, students, and staff. Academic life at Penn is unparalleled, with an undergraduate student body of 10,000 from every U.S. state and around the world. The entering class of 2015 is the most talented and diverse in Penn's history. Consistently ranked among the top 10 universities in the country, Penn welcomes an additional 10,000 students to our top-ranked graduate and professional schools.