Special Events and Project Coordinator

University Overview

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. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America’s Best Large Employers in 2023.

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.

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.

Posted Job Title

Special Events and Project Coordinator

Job Profile Title

Coordinator B

Job Description Summary

Under limited supervision, provide administrative and project management support for the Senior Director of Boards and External Relations in the work supporting sixteen Boards of Advisors. Responsible for the administrative coordination of the Office of the University Secretary (OUS) with sixteen Boards of Advisors and additional advisory boards across the University with which the Office of the University Secretary partners.

With a dotted line report to the Senior Director of Operations and Technology and in partnership with the Associate Vice President, this position is the Office’s primary point person and frontline contact for University ceremonies. Partnering with the Special Events team in the Office of the President, this position is responsible for organizing and supporting 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 requires the ability to use substantial judgment, initiative, and critical thinking in performing duties. Collaboration, diplomacy, confidentiality, proactiveness, and a willingness to support and manage multiple priorities and cross-functional projects are essential

Job Description

Job Responsibilities

Key Responsibilities – Boards of Advisors

• •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 Advisors 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.

Key Responsibilities – Ceremonies

• •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.

Additional Responsibilities

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.

Other Duties

Perform other duties as assigned; willingness to work occasional weekends as needed.

Qualifications

• •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. 3 to 5 years of experience is strongly preferred.
• •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 attentio