Special Events and Project Coordinator

University of Pennsylvania

7d•$55,962 - $61,000•Onsite

About The Position

Under limited supervision, this role provides administrative and project management support for the Senior Director of Boards and External Relations, specifically in supporting sixteen Boards of Advisors. The position is responsible for the administrative coordination of the Office of the University Secretary (OUS) with these Boards and other advisory boards across the University that the OUS partners with. Reporting to the Senior Director of Operations and Technology and in partnership with the Associate Vice President, this individual serves as the primary point person and frontline contact for University ceremonies. In collaboration with the Special Events team in the Office of the President, the role organizes and supports the participation and engagement of OUS and University leadership (Trustees and volunteer leaders) in ceremonial events such as Commencement, the Honorary Degree Dinner, Convocation, Inauguration, special programs, and peer institution inaugurations. This position demands substantial judgment, initiative, and critical thinking, with essential skills in collaboration, diplomacy, confidentiality, proactiveness, and the ability to manage multiple priorities and cross-functional projects.

Requirements

Bachelor of Arts, Bachelor of Science, Bachelor of Fine Arts, and 2 to 3 years of experience in event planning, meeting coordination, and/or conference management or equivalent combination of education and experience is required.
Ability to craft and manage effective event timelines with clearly defined goals, responsibilities, and deadlines.
A record of success in taking long-term projects from inception to completion.
Administrative experience, preferably with officers or senior administrators.
Outstanding written and oral communication skills.
Excellent editing and proof-reading skills.
Strong interpersonal skills.
Sensitivity to confidential information and the ability to maintain trusted and professional relationships with University and external constituents.
Strong attention to detail and organizational and project management skills.
Ability to liaise with high-profile academicians and public figures with diplomacy and professionalism.
Substantial judgment, initiative, and critical thinking in performing all duties.
Knowledge of and experience with cloud-based software systems, Drupal, MS Office Suite, Concur, Filemaker Pro, and Salesforce.
Ability to lift, push, or pull 50 lbs.

Nice To Haves

3 to 5 years of experience is strongly preferred.
Knowledge of Penn or a similarly complex higher education environment is a plus.

Responsibilities

Serve as administrative liaison between the Office of the University Secretary and administrative staff of ten schools and six centers as it pertains to Board of Advisor functions.
Deliver internal operational support related to the Board of Advisor portfolio. Maintain Board of Advisor data in databases and on the OUS website. Provide data analysis, reporting, and technology support.
Keep the consolidated Board of Advisor meeting schedule and coordinate attendance of the Vice President and University Secretary and Senior Director of Boards and External Relations at Board of Advisor meetings.
Serve as an administrative liaison between the Office of the University Secretary to Central Development and other units as it pertains to additional volunteer leadership groups and advisory boards.
Draft board member appointment letters for the President and the Vice President and University Secretary.
Identify and coordinate strategic use of Advisors and volunteers as delegates to other University/College Presidential Inaugurations. Prepare greetings, order regalia, correspond with University delegates and inauguration offices, and conduct appropriate follow-up.
Support the planning of Board of Advisor events and programs sponsored by the Office of the University Secretary.
Manage special projects as needed and conduct research, draft correspondence, background materials, and briefings for the President and/or Chair.
Prepare annually the Board of Advisors components of the Trustee Directory.
Administer all Commencement-related tasks on behalf of the Office. Collaborate and partner with Office of the President Special Events colleagues on matters related to Commencement, including communications, vendor management, and event support. Serve as the chief liaison between the Office of the University Secretary and administrative staffs of twelve schools on all Commencement programs, publications, and events.
With the guidance of the Senior Director of Operations and Technology, manage the production of an 80-page commencement program. Responsible for outreach to the Office of the University Registrar and numerous departments across the University to collect and compile all academic and ceremonial information. Responsible for coordinating editorial, art, and materials in order to meet established standards and deadlines. Manage copy editing and proof-reading to ensure the publication is factually and grammatically correct; review and edit materials submitted for inclusion.
Coordinate all logistical aspects related to Honorary Degree (HD) recipients and their guests before, during, and after Commencement. This includes travel arrangements, logistics, regalia, diplomas, ticketing, compilation of biographic data, and other tasks.
Ensure all HD activities are delivered with high-quality service, providing an exceptional experience for all guests while on campus. Responsible for needs assessment and follow-up for all Honorary Degree-related activities following Commencement.
Manage the OUS Commencement website.
Handle a high volume of telephone and e-mail queries from staff, students, parents, and third-parties regarding Commencement. Regularly respond to and monitor all service requests related to Commencement.
In partnership with the President’s Office, responsible for the Office of the University Secretary’s involvement in Convocation.
Support the Associate Vice President in all tasks related to planning and execution of the Presidential Inauguration ceremony and related events.
Manage calendaring, scheduling, meeting organization, and materials/agenda management, and administrative support for the Associate Vice President and Senior Director of Boards and External Relations.
Provide rotational support and serve as telephone backup for the Executive Assistant to the Vice President and University Secretary.
Assist with University Council meetings, Trustee meetings and events, and other special University events as needed.
Perform other duties as assigned; willingness to work occasional weekends as needed.

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 at Penn and potentially other institutions
Generous retirement plans (Basic, Matching, and Supplemental) with pre-tax or Roth options and investment choices through TIAA and Vanguard
Substantial time away from work (vacations, personal affairs, illness, family time)
Long-Term Care Insurance through Genworth Financial
Wellness and Work-life Resources
Professional and Personal Development resources
Access to a wide range of University resources, cultural, and recreational activities (libraries, athletic facilities, arboretum, art galleries, museums, etc.)
Discounts and special services (arts and entertainment, transportation, mortgages, new cars, cellular phone service plans, movie tickets, theme parks)
Flexible Work Hours options
Penn Home Ownership Services (forgivable loan for eligible employees)
Adoption Assistance (reimbursement for qualified expenses)