Administrative Coordinator, Conferences and Events - University of Pennsylvania

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

Administrative Coordinator, Conferences and Events





Job Profile Title

Administrative Coordinator





Job Description Summary

The University of Pennsylvania Carey Law School is one of the nation’s oldest and most distinguished Law Schools. The School offers a unique approach, incorporating cross-disciplinary legal education, a distinctly collaborative environment, and an innovative curriculum to enrich student learning. The small and highly interdisciplinary faculty achieves scholarly excellence while emphasizing a shared effort to advance understanding of the law. The result is an intellectual community that bridges traditional boundaries and disciplines within a renowned internal culture of collegiality, making the University of Pennsylvania Carey Law School an extraordinarily supportive academic community for all its members.

The University of Pennsylvania Carey Law School has a high caliber, extremely productive law faculty. Our faculty teaching and research is at the forefront of important societal issues. We support this by bringing scholars, practitioners, and students to the Law School for a variety of world-class events.

The Conferences and Events team is the locus of support to faculty planning academic symposia, conferences, and presentations and also maintains a supportive faculty environment via management of the Faculty Lounge and regular events held there. The Administrative Coordinator on the team completes a variety of administrative tasks for the Faculty Lounge and for other team members as we ensure excellence in a wide array of events hosted each year by Penn Carey Law and its faculty.

This position is fully on-site and is not hybrid eligible. Reporting to the Interim Director for Conferences and Events, the Administrative Coordinator has the following responsibilities:





Job Description


Job Responsibilities:




Event Support



+ Complete a variety of tasks in preparation for Penn Carey Law events:


+ Support Program Coordinators and Managers in all aspects of event workplans.


+ Create nametags, table tents, agenda, and other collateral for all events.


+ Prepare pre-event collateral, including agendas, bios, and other materials; publish information to web sites on request.


+ Support travel and hotel reservations for guests participating in Penn Law events and in faculty ad hocs, committees, or presentations.




+ Staff registration and provide full troubleshooting support on the day of the event.


+ Assist in event close-outs post-event.


+ Assist in managing reimbursements to guests and faculty members.







Faculty Lounge Support



+ Set up and clean up daily breakfast and frequent Faculty lunches.


+ Manage the ordering of and the replenishment of stock in the Faculty Lounge (coffee, tea, soft-drinks, milks, etc.).





Equipment Maintenance and Storage



+ Order supplies for Conferences and Events.


+ Manage equipment, ensure secure storage.


+ Assist in ordering and secure maintenance of Penn Carey Law branded stock.





Special Projects



+ Complete a host of special project requests from the Director of Conferences and Events and other team members.





Other Duties as Assigned




Qualifications




Work Cooperatively in a Team Environment


Approach work in a cooperative and service-oriented manner. Work closely with co-workers to complete tasks well and on time. Share equipment and responsibilities in a sensitive and supportive manner. Understand and participate fully in the work of the team.


Qualifications:



+ HS degree and 5-7 years of experience; or equivalent. Three to five years of relevant experience in a high-level event environment.


+ Excellent attendance to detail and to completing all work.


+ Established track record as collaborator in the workplace, within the immediate department and within a larger institution.


+ Experience working with various constituencies including faculty members and academics, alumni and donors, vendors and caterers, facilities management, high-level administrators, and others.


+ Must be available to work occasional weekends and/or after regular business hours.


+ Work according to the Penn Carey Law staff ideals.











Job Location - City, State

Philadelphia, Pennsylvania





Department / School

Law School





Pay Range

$20.45 - $30.00 Hourly Rate

Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.










Affirmative Action Statement Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.




Special Requirements Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.




University 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.




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To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay



The University of Pennsylvania's special character is reflected in the diversity of the Penn community. We seek talented faculty and staff who will constitute a vibrant community that draws on the strength that comes with a substantive institutional commitment to diversity along dimensions of race, ethnicity, gender, sexual orientation, age, religion, disability, veteran status, interests, perspectives, and socioeconomic status. Grounded in equal opportunity, nondiscrimination, and affirmative action, Penn's robust commitment to diversity is fundamental to the University's mission of advancing knowledge, educating leaders for all sectors of society, and public service. The University of Pennsylvania prohibits unlawful discrimination based on race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.