Assistant Director of Institutional Events - Penn Medicine - 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

Assistant Director of Institutional Events - Penn Medicine





Job Profile Title

Associate Director B, Development, Events





Job Description Summary

This position will create, plan, organize, and manage events that support the goals and objectives of Penn Medicine Development and Alumni Relations.


The Assistant Director reports to the Senior Director of Events, responsibilities include all aspects of event planning for assigned events. The Assistant Director monitors event budgets; develops goals and objectives for events, and helps establish the program for events. The position oversees logistical arrangements including facility and menu negotiations, managing event follow up, and making recommendations for improvements from post event evaluations. Plan, organize, develop, administer, and oversee cultivation and stewardship for over 40+ events for Penn Medicine annually. Critical to the success of the incumbent is an ability to effectively manage the collection, assimilation, and presentation of event data. Event planning and execution will be required for a wide range of events to include live events, virtual, and hybrid events with live components.


The position maintains a close working relationship with Penn Medicine constituents, faculty, staff, and on and off campus vendors.


The Assistant Director also serves as the institutional resource for event information and provides coaching and guidance to Penn Medicine staff who are engaged in event planning activities.


The Assistant Director will work with the Digital Media team to create, review, and schedule e-mail communications for the Events team. Will have to work with platforms such as IModules, MyEmma, Salesforce (Compass), InDesign and virtual platforms including Zoom, Zoom Events, and Teams.





Job Description


Specific Responsibilities




Plans and executes institutional and departmental events for Penn Medicine with a focus on events for owned entities. Plans and executes cultivation and stewardship events in support of Penn Medicine goals and objectives. Coordinates events across the Health System to ensure that the image and standards of the Dean and CEO are maintained. Responsible for the planning of all faculty events including Awards of Excellence, Academy of Master Clinician, and Professorship Receptions. Assists with planning of Penn Medicine Board receptions/dinners, events at Pennsylvania Hospital, and global events. Develops and maintains detailed guidelines and protocol for appropriately managing events. Develop and manage event budgets, ensuring efficient use of resources and alignment with financial objectives. Maintains accurate records of events, including purpose of event, vendors, guest lists, etc. Manages issues related to senior leadership (Dean, President of the University, CEO of UPHS, etc.) attendance at events. Works with fundraising staff to integrate existing development services into the event process. This may include help with identifying guests for an event and follow up with prospects/donors after an event. Develops and implements policies and procedures needed to support the efficient use of institutional event resources. Assist with RSVP process, data management, and mailing list creation. Oversee the creation of event materials (invitations, signage, programs, and digital content) and ensure their timely distribution.




Please provide a resume and cover letter in order to be considered for this role. Please upload all documents in the “Resume/CV” section of the application prior to submitting.




Qualifications




Bachelor’s degree required. 2-3 years of experience in alumni relations, special events, or development. 3-5 years of experience preferred. A proven track record in planning and managing special events from conceptualization to production. Experience with high-profile events, particularly in healthcare or academic setting Experience in dealing successfully with high profile individuals including business or institutional executives. Exceptional written and verbal communication skills; ability to work effectively with senior leadership, staff and external stakeholders. Ability to manage multiple tasks and projects under deadline. Must be highly organized and self-initiating while working as a member of a team within a goal-oriented environment. Knowledge of MyEmma, Salesforce, iModules, CVENT, Social Tables, Canva, Salesforce (Compass), InDesign, Adobe Suite preferred Experience with online platforms such as Zoom (Meetings, Events, Webinar), and Teams Ability to lift up to 50 pounds. Travel, evening/weekend work and valid driver’s license required.






Job Location - City, State

Philadelphia, Pennsylvania





Department / School

Development and Alumni Relations





Pay Range

$43,919.00 - $58,000.00 Annual 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.