Event Coordinator

University of Pennsylvania

1d•$55,962 - $68,000•Onsite

About The Position

The Event Coordinator supports Programs and Special Events, which executes more than 200 events annually. Reporting to the Associate Director and Manager of Operations, the Coordinator provides operational support to senior leaders and event planners and works on University and travel events for Development and Alumni Relations, the President’s Office, the Provost’s Office, Schools and Centers, Alumni Weekend, Homecoming Weekend, and Family Weekend. Under an Associate Director’s direction, the Coordinator plans and executes up to 20 smaller-scale and consult-level events and collaborates with senior planners on larger events. The role coordinates event logistics and registration, including registration lists, onsite nametags and walk-on registration, attendance processes, and work with external registration companies. It also supports event graphics, signage, décor and giveaways, event setup and breakdown, shipping, and customs processes for international shipments. The ideal candidate is knowledgeable about event planning, detail-oriented, able to make independent decisions onsite, and effective at managing multiple projects and working with colleagues, vendors, alumni, staff, and guests.

Requirements

Bachelor of Arts, Bachelor of Science, Bachelor of Fine Arts, and 2 to 3 years of experience, or an equivalent combination of education and experience.
Proficiency with Microsoft Word, Excel, PowerPoint, Canva, and Adobe Creative Suite.
Excellent verbal and written communication skills and organizational skills.
Ability to manage and prioritize multiple assignments.
Ability to work effectively with diverse groups.
Detail-oriented approach and ability to remain flexible and productive under pressure.
Ability to occasionally lift packages or boxes weighing 25–50 pounds.
Valid driver’s license and passport.
Occasional evening and/or weekend work.

Nice To Haves

Preferred background in the event industry.
Knowledge of the University’s campus preferred.
Graphic design experience.

Responsibilities

Execute logistics for up to 20 smaller-scale events annually, including identifying event goals with owners, managing vendors, planning needs and timelines, handling day-of execution, and debriefing afterward.
Provide logistics for consult-level 1 and level 2 events.
Lead registration for domestic and international travel events, managing and reconciling registration lists, onsite nametags and walk-on registration, attendance verification, and related processes.
Train staff in nametag-printing equipment and attendance-recording procedures as needed.
Liaise with external registration companies, including AlumniQ and Blackthorn.
Collaborate with senior planners on up to 15 larger-scale events; attend planning meetings, contribute input, manage registration, research giveaways and décor, and execute event setup and breakdown.
Create event signage, place cards, table tents, and other graphics; manage signage design templates and produce parade decorations, giveaways, banners, table runners, and other collateral.
Plan assigned Alumni Weekend and Homecoming events, including the Gallery Hop and Alumni Board of Directors Meeting; provide onsite execution for complex events such as the Parade, Picnic, and Alumni Award of Merit Gala.
Manage volunteer staffing.
Occasionally research domestic venues in support of events.
Maintain knowledge of the eShip system and coordinate event shipments, facilitate customs for international shipping, and maintain a relationship with Penn Mail Services.

Benefits

Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits.
Flexible spending accounts for eligible health care and dependent care expenses.
Tuition assistance for employees, spouses, and dependent children, including dependent-child tuition assistance at other institutions.
Basic, matching, and supplemental retirement plans with investment options through TIAA and Vanguard.
Substantial time away from work.
Long-term care insurance.
Wellness and work-life programs and resources.
Professional and personal development resources.
Access to University resources, cultural activities, libraries, and athletic facilities.
Discounts and special services, including arts, entertainment, transportation, and other goods and services.
Flexible work options and hours.
Forgivable home-purchase loan for eligible employees in West Philadelphia.
Adoption assistance for eligible expenses, for up to two adoptions in a household.