Conference and Program Manager; Residential & Hospitality Services

University of Pennsylvania•Philadelphia, PA

About The Position

The University of Pennsylvania’s Hospitality Services team is seeking a strategic and service-driven Conference and Program Manager to lead the planning and execution of on-campus conferences, academic symposiums, youth programs, and summer lodging operations. This role is responsible for managing client relationships, coordinating cross-functional service delivery, and ensuring a seamless guest experience aligned with the University’s standards of excellence. This position reports to the Associate Director of Sales & Marketing and plays a key role in achieving departmental financial goals and operational success. The role requires flexibility to work evenings and weekends during peak periods (May–August).

Requirements

Bachelor’s degree in Hospitality Management, Business Administration, or a related field.
2–3 years of experience in conference and event management or a related field.
Demonstrated ability to manage multiple projects and deliver exceptional customer service.
Strong interpersonal, written, and verbal communication skills.
Availability to work a flexible schedule, including evenings and weekends during peak seasons.

Nice To Haves

Experience in a university or academic setting is highly desirable.
Familiarity with sustainable practices; LEED or similar certification is a plus.

Responsibilities

Client Relationship Management Serve as the primary point of contact for external and internal clients hosting events on campus.
Build and maintain strong relationships with university departments and external partners to deliver integrated hospitality solutions.
Communicate service expectations and delivery standards to all stakeholders.
Program & Event Execution Lead end-to-end planning and execution of conferences and programs, including housing, registration, and event logistics.
Act as on-site manager during events to ensure quality assurance and client satisfaction.
Develop and implement one-stop service packages in collaboration with university partners.
Operational Excellence Monitor and evaluate service delivery to ensure continuous improvement and adherence to quality standards.
Conduct satisfaction surveys and analyze feedback to inform service enhancements.
Collaborate with finance and operations teams to align on budgets, billing, and service metrics.
Team Leadership & Development Mentor and coach interns and co-op students, providing hands-on experience in hospitality operations.
Delegate appropriate client accounts to interns to support their professional growth.
Strategic Initiatives Research industry trends and identify opportunities to expand conference business, particularly with associations affiliated with the University.
Lead marketing efforts including the production of promotional materials, signage, and event collateral.
Represent Hospitality Services at trade shows, university events, and professional organizations.

Benefits

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.
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.
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.
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.
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.
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.
Penn provides an array of resources to help you advance yourself personally and professionally.
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.
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 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 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.
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.