Events Services Coordinator

at  University of 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. 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 Services Coordinator
Job Profile Title
Administrative Coordinator
Job Description Summary
Reporting to the Director of Events and Guest Services, the Event Services Coordinator will assist with managing all aspects of planning over 100 Rental & Special Events each year with Penn Live Arts at the University of Pennsylvania. The Event Services Coordinator is a forward-facing role within our University and Philadelphia communities and will ensure the successful execution of all University, Student and External rental events and overall client satisfaction at the Annenberg Center. The Event Services Coordinator will provide administrative assistance for Penn Live Arts Events & Guest Services department as well as assist in the operational planning and staffing for events inclusive of administering estimates, contracts, and logistics for all assigned events.
Prior event and sales skills in a public assembly venue or cultural environment are desired but not required. Very strong interpersonal skills and written communication skills are essential. The ability to provide outstanding customer service is critical to the position.
This position requires extensive evening and weekend hours, plus an active, supervisory presence at all major Annenberg Center events.
Job Description

Job Responsibilities

• Effectively coordinate all assigned rental and special events/projects to ensure full execution of event, contracts, and client satisfaction and to encourage continued collaboration in the future.
• Manage event estimates, contracts, staffing and logistics for assigned events such as Receptions, Lectures, Performances, Commencement Ceremonies, etc. and act as on-site Event Lead for all assigned events providing information and resolving issues as needed.
• Participate in rental client pre-event walkthroughs, site visits and meetings to assess their event needs and any special logistics; facilitate client post-event close outs and event reconciliations.
• Track and manage high volume of Rental Event inquiries via phone, email and web submissions by tracking, processing, creating summary reports and providing initial customer service.
• Updates and assists with maintaining department calendars, tracking spreadsheets, department timelines, assists with general departmental systems, guidelines & regulations.
• Attend regularly scheduled and special meetings with internal Penn Live Arts staff; liaise with management staff in the Box Office, Production, Marketing, Development, and Finance Departments.
• Provide administrative assistance to Director of Events and Guest Services and assist in being a cohesive point of reference for all events overseen by the Events and Guest Services office.

Qualifications

• High school diploma/GED and 5 to 7 years of experience, or equivalent combination of education and experience, are required. College degree plus 2-3 years of responsible administrative event planning experience in a public assembly venue or cultural environment are strongly preferred.
• Ability to work independently; proficiency in the use of various Microsoft Office products, spreadsheet, and database programs.
• Willingness to learn new software applications essential; experience with Event Management Software (Artifax, EMS, Ungerboeck) a major plus.
• Budget management experience is essential.
• General technical and audiovisual knowledge for both small- and large-scale live events is preferred.
• Excellent interpersonal communication skills, both oral and written with eye on political acumen including skill in effectively representing the University at large.
• Outstanding problem-solving skills, with a documented history of implementing new techniques and systems to improve accuracy and workflow a major plus.
• Excellent attention to detail and organizational and prioritization skills; ability to manage multiple priorities and meet tight deadlines. Excellent customer service skills.
• Ability to oversee and staff events as needed; extensive evenings and weekend required.

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.

**Please note this is a temporary position with target end date of 10/31/2024
Job Location - City, State
Philadelphia, Pennsylvania
Department / School
Penn Live Arts
Pay Range
$20.45 - $23.08 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, as well as internal and market factors and grade profile.
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.

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-pa

• Effectively coordinate all assigned rental and special events/projects to ensure full execution of event, contracts, and client satisfaction and to encourage continued collaboration in the future.
• Manage event estimates, contracts, staffing and logistics for assigned events such as Receptions, Lectures, Performances, Commencement Ceremonies, etc. and act as on-site Event Lead for all assigned events providing information and resolving issues as needed.
• Participate in rental client pre-event walkthroughs, site visits and meetings to assess their event needs and any special logistics; facilitate client post-event close outs and event reconciliations.
• Track and manage high volume of Rental Event inquiries via phone, email and web submissions by tracking, processing, creating summary reports and providing initial customer service.
• Updates and assists with maintaining department calendars, tracking spreadsheets, department timelines, assists with general departmental systems, guidelines & regulations.
• Attend regularly scheduled and special meetings with internal Penn Live Arts staff; liaise with management staff in the Box Office, Production, Marketing, Development, and Finance Departments.
• Provide administrative assistance to Director of Events and Guest Services and assist in being a cohesive point of reference for all events overseen by the Events and Guest Services office