Program Specialist, Events and Operations

The Wharton School•Philadelphia, PA

4d•$55,000 - $70,000

About The Position

The Program Specialist supports the Mack Institute’s mission by planning, coordinating, and executing a portfolio of programs and events proposed by faculty and senior staff, including conferences, seminars, workshops, webinars, roundtables, and academic elective courses. The Program Specialist ensures these initiatives are delivered effectively by managing all logistical planning, operational workflows, timelines, and stakeholder coordination. Working closely with institute leadership, faculty, staff, and external partners, they translate program objectives into actionable plans, oversee day-to-day operational needs, and ensure a high-quality experience for participants across all institute activities. Program Specialist, Events and Operations Mack Institute for Innovation Management — The Wharton School, University of Pennsylvania The Mack Institute for Innovation Management is seeking an organized, proactive, and detail-oriented Program Specialist to support the delivery of high-impact programs and events that advance research and learning in innovation. This role is ideal for someone who enjoys coordinating complex activities, working with diverse stakeholders, and ensuring that academic and professional events run smoothly from start to finish. As a key member of our team, the Program Specialist will oversee the logistical planning, coordination, and execution of a wide range of institute activities—including conferences, seminars, workshops, webinars, roundtables, and academic elective courses. The role also supports signature initiatives such as the Y-Prize Competition and the Predoctoral Researchers Program. The Program Specialist will collaborate closely with faculty, staff, and external partners, translating program goals into executable plans and ensuring an exceptional experience for all participants.

Requirements

Bachelor’s degree and 2-3 years of related experience, or an equivalent combination of education and experience.
Demonstrated experience managing events or programs with multiple moving parts.
Excellent organizational, time-management, and problem-solving skills.
Ability to work independently, set priorities, and meet deadlines in a fast-paced environment.
Strong communication and interpersonal skills, with the ability to work collaboratively across diverse stakeholders.
Experience working with budgets and vendor contracts.
Proficiency with Microsoft Office and digital collaboration tools (e.g., Zoom, online databases).

Nice To Haves

Experience in innovation, entrepreneurship, higher education, or research environments.
Familiarity with CRM or event-management software.
Experience working within the University of Pennsylvania or a similar institutional setting.

Responsibilities

Lead logistical planning for programs and events, including scheduling, space coordination, vendor management, and technology support.
Manage the operational execution of events, serving as the on-site point person to ensure smooth delivery.
Develop project timelines, manage workflows, and track progress across multiple initiatives.
Coordinate special programs such as the Y-Prize Competition and support the onboarding and engagement of Predoctoral Research Fellows.
Maintain the institute’s master calendar and schedule meetings with internal and external stakeholders.
Prepare event documentation, logistics briefs, and internal communications.
Coordinate staff, student assistants, and temporary personnel during event preparation and execution.
Work with vendors and campus partners to ensure timely, high-quality service.

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.