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 Pennâ™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
Building Operations & Events Coordinator
Job Profile Title
Job Description Summary
Perry World Houseâ™s mission is to bring the academic knowledge of the University of Pennsylvania to bear on some of the worldâ™s most pressing global policy challenges, and to foster international policy engagement within and beyond the Penn community. Located in the heart of campus at 38th Street and Locust Walk, it draws on the expertise of Pennâ™s 12 schools and numerous globally-oriented research centers to educate the Penn community and prepare students to be well-informed, contributing global citizens. At the same time, Perry World House connects Penn with leading policy experts from around the world to develop and advance innovative policy proposals. Through its rich programming, Perry World House facilitates critical conversations about global policy challenges and fosters interdisciplinary research on these topics. It presents workshops and colloquia, welcomes distinguished visitors, and produces content for global audiences and policy leaders, so that the knowledge developed at Penn can make an immediate impact around the world. Perry World Houseâ”its programs and the building itselfâ”builds on Pennâ™s strengths in teaching, interdisciplinary scholarship, and policy-relevant research. By doing so, it cultivates the broad worldview, critical thinking, and leadership required to address the most urgent issues of global affairs.
The position of Building Operations & Events Coordinator will help to advance this research by providing high-quality, professional event planning and management as well as building operations support. The position provides high-level, efficient, and energetic support to the operations and events of Perry World House and the Director of Building Operations & Events.
The incumbent will need to be proactive and exercise sound judgment and professionalism in the performance of duties; represent the office with professionalism, knowledge, and efficiency when carrying out duties and when interacting with others. The position will engage in a wide variety of activities while providing timely, high-caliber, and proactive events support and execution.
The successful candidate will have the experience to provide timely, high-caliber and proactive support for events management by:
Managing online venue reservation and calendar system;
Helping to keep the website updated related to room requests, events calendar, policies and FAQs;
Writing RFPs for caterers
Reconciling invoices in a timely manner;
Answering questions/inquiries from various constituencies, over email, on the phone, and in person;
Conducting walk throughs and detailing event logistics with client;
Liaising and developing relationships with event vendors, clients, ancillary support teams and VIPs, donors and senior university officials; and
Tracking events data, including registration attrition rates, per head F&B costs, and venue rental payments.
Graduated responsibilities to include, but not limited to: helping to manage upward of 15 work study students, project management of large colloquia and driving weekly meetings with ancillary support teams.
The successful candidate will have the experience to provide support for building operations by:
Tracking building usage and event attendance;
Liaising with ancillary support teams and submitting requests for security, housekeeping and building upkeep and repair;
Ordering office and kitchenette supplies, restocking copy machine, maintaining electronic mailbox, and keeping supply rooms and general public areas organized
The position will engage in a wide variety of administrative activities including, but not limited to:
Acting as a backup for front desk duties including greeting and directing visitors, answering main line, maintaining the âœlookâ of front desk and foyer, preparing and keeping updated front desk materials;
Reconciliation of Pro Card purchases and Ben requisitions;
Establishing and maintaining critical office systems and protocols, including document management system and other systems required to improve efficiencies, information sharing, and shared learning across Perry World House and Penn Global.
H.S. Diploma or GED required, with 5-7 years of related experience in event coordinating and planning or equivalent combination of education and experience. Experience within a College or University setting preferred.
Working Conditions: Shared office setting, busy event venue
Physical Effort: Able to be on oneâ™s feet for extended periods of time during events, able to move/handle set up and break down of event equipment including, but not limited to, chairs, tables, pipe n drape and 4x4 stage decks.
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: JR00015571
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.