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Events and Building Operations Coordinator

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Published 23 days ago

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.

Perry World House’s mission is to bring the academic knowledge of the University of Pennsylvania to bear on some of the world’s most pressing global policy challenges, and to foster international policy engagement within and beyond the Penn community.

The position of the Events & Building Operations 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 Events & Building Operations. The position will provide timely, high-caliber, proactive events support and execution while engaging in a wide variety of operational activities for the building.


The successful candidate will have the experience to provide support for event management by:


Managing online venue reservation and calendar systems;

Executing high production value onsite, hybrid and virtual programming;

Helping to keep the website updated on venue space capacities and configurations, available event-related equipment and inventory, 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 for onsite and virtual programming;

Liaising and developing relationships with event vendors, clients, ancillary support teams and VIPs, donors and senior university officials;

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 and restocking of office and kitchenette supplies, maintaining electronic events mailbox, and keeping supply rooms and public areas organized.

The position will engage in a wide variety of administrative activities including, but not limited to:


Acting as an occasional backup for front desk duties including greeting and directing visitors, answering main line, maintaining the “look” 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 event management system, inventory management and other systems required to improve efficiencies for information sharing and learning across Perry World House and Penn Global.

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.


Qualifications:


H.S. Diploma or GED required;

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;

Willingness to learn new systems and technologies;

Experience with online meeting software like Zoom and BlueJeans preferred; and

Experience with virtual event broadcasting software preferred.

Working Conditions:

University campus setting

Shared office setting

Busy event venue

Monday – Friday; 10a – 6p


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…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Start Date
    October 29, 2021
  • Application Deadline
    October 20, 2021

Benefits

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.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits…

Location

On-site
3803 Locust Walk, Philadelphia, PA 19104, USA

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