Lead Administrator for Events and Research Publications, Boettner Center for Pensions and Retirement Research - 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

Lead Administrator for Events and Research Publications, Boettner Center for Pensions and Retirement Research





Job Profile Title

Coordinator B





Job Description Summary

Founded in 1881 as the world’s first collegiate business school, the Wharton School of the University of Pennsylvania is shaping the future of business by incubating ideas, driving insights, and creating leaders who change the world. With campuses in Philadelphia and San Francisco, Wharton has over 850 staff, a faculty population of more than 235 renowned professors, and 5,000 undergraduate, MBA, executive MBA, and doctoral students. Each year, 13,000 professionals worldwide advance their careers through Wharton Executive Education’s individual, company-customized, and online programs. More than 104,000 Wharton alumni form a powerful global network of leaders who transform business every day. Wharton is home to a diverse staff population representing a rich array of backgrounds, expertise, and cultures. To learn more, visit www.wharton.upenn.edu.


Reporting to the Business Administrator/Associate Director of the Pension Research Council (PRC), the Lead Administrator will manage high-visibility events supportive of the fundraising, research/dissemination mission, and engagement objectives of the PRC and its members. Responsibilities include: event planning/management; research manuscript production; The incumbent will also oversee the PRC’s external communication including the website, blogs, social media, research dissemination, and onboarding suppliers.


In addition, the Lead Administrator will manage the process of working paper and manuscript editing/proofreading; liaising with publishers; handling book contracts; and supervising the Administrative Coordinator to ensure timely and accurate reporting of sales and downloads.





Job Description


Principal Position Responsibilities and Duties:




Event Planning/Management: Consult/guide/plan/execute scheduled programs and ad-hoc events. Design and implement annual events calendar to strengthen engagement with all internal/external constituencies. Develop strategies and project management tools to streamline the event process for both in-person and on-line events. Communicate effectively and build strong positive relationships with PRC members, staff, external vendors, speakers, and donors, relative to the functions of this position.




Organize, oversee, and manage PRC’s major annual conference and related events, board meetings, and research presentations; obtain cost estimates and contracts for meeting-related services; reserve venues and hotel room blocks; manage catering and audio-visual arrangements; handle onsite and online event support; communicate effectively with event speakers/discussants/keynoters/moderators; send/track invitations and other conference related material (bios, abstracts, slides, papers); oversee posting of conference papers and videos on PRC website; and related responsibilities. The incumbent will also manage all pre- and post- event processes including set-up, tear down, and follow-up as required. Track and archive all events-related correspondence in shared drives. Respond to inquiries (email and phone) in a timely and efficient manner.




In collaboration with the Executive Director, structure and finalize conference agenda and invite/confirm speakers; draft/finalize/circulate Board meeting and conference agendas; take and distribute Board meeting minutes.




Research Manuscript Production: Play the lead role in the Center’s research publications production process. Collect invited scholarly papers from authors; proofread, edit, and format research into book chapters according to publisher standards; review and oversee approval of book contracts; proofread and approve copyedited manuscripts and galleys; and take on other research publication-related responsibilities. The Lead Administrator will manage all aspects of this process, with input from the Executive Director, and coordinate with the Admin. Coordinator to facilitate posting all working papers.




Financial Duties: Assist the Associate Director/Business Administrator in managing financial transactions as needed including using the University’s Purchasing Card and Meeting Card, Ben Deposits, BEN Buys, BEN Financials, BEN Reports, the Concur Travel System, onboarding suppliers, overseeing reconciliation, and obtaining/reviewing/responding regarding events and publication contracts. Handle conference travel reimbursements and honoraria. Maintain accurate financial records for quarterly and annual reporting. Track and archive all relevant correspondence in shared drives. The incumbent should have knowledge of, or be willing to learn, relevant financial policies.




Communications, Technology, & Website Oversight: Serve as oversight to the Admin. Coordinator to manage the Center’s website and internet presence, using the appropriate software to update the website content for conference papers, working papers, book chapters, news, blog posts, and videos. Work with Admin Coordinator to edit and post conference videos.




Other:


Together with the Executive Director and Associate Director/Business Administrator, collaborate on new initiatives and long-range planning. Additionally, develop and maintain collaborative relationships with other centers and departments at Penn, as appropriate. Perform additional duties as assigned.




Qualifications:



+ Bachelor’s degree and at least 2-3 years of experience, or an equivalent combination of education and experience, are required. Five to 10 years of experience, preferably in project management and administrative support at an academic or research center, preferred. Familiarity with Penn’s financial application strongly encouraged.


+ Financial experience, event planning experience, experience editing research studies, and an understanding of project planning are preferred.


+ A successful candidate will have outstanding written and oral communications skills.


+ Candidates must possess a high level of problem-solving, negotiation, and excellent interpersonal skills. Attention to detail is essential. Strong organizational and interpersonal skills; ability to organize tasks and priorities, and work with minimal supervision. Experience-based, positive, problem-solving, client-oriented attitude; excellent organizational and interpersonal communication skills are essential.


+ Strong technical skills in all aspects of Microsoft Office, Photoshop and other database programs required, as well as experience in working project management tools.







Job Location - City, State

Philadelphia, Pennsylvania





Department / School

Wharton School





Pay Range

$43,919.00 - $63,000.00 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.