Assistant Director of Conferences and Events

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 and a distinctly collaborative environment that enrich student learning and enhance scholarly depth and breadth. The resulting intellectual opportunities and renowned internal culture make the Law School an extraordinarily supportive academic community for its scholars and students alike.

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 host of world-class events.

The Assistant Director of Conferences and Events is an integral collaborator on important faculty conferences, colloquia, symposia, meetings, and events. The Assistant Director plays a critical role in directing, managing, and overseeing the array of events hosted each year by Penn Carey Law, its faculty, departments, and students.

Job Description

This role reports to the Director of Conferences and Events and is a twelve-month, full-time role. Responsibilities include:

Overall Programming Responsibilities

• Ensure that systems for the management and logistical execution of a wide array of events, conferences, symposia, and activities at Penn Carey Law are developed, communicated, and executed. Ensure that these systems are effective for in-person, hybrid, and virtual events.
• Handle logistics for multiple events simultaneously.
• Serve as a knowledge expert in software designed to implement faculty events (currently Cvent).
• Assist Director of Conferences and Events with high level Law School events such as the Distinguished Lecture Series, annual Graduation proceedings, and other events as assigned.

Calendaring Responsibilities

• Working with colleagues in the Registrar's Office (academic calendaring), Student Affairs (student events calendaring), and the Facilities Office (departmental and external calendaring), ensure coordination and communication of the Penn Carey Law events calendar.
• Develop reports on events; establish and maintain data sources to ensure accurate reflection of events, staff time, dollars spent, audience participation, etc.

Specific Events

• Manage the logistics and implementation of a variety of Law School events. Develop all pre-event systems and processes, including invitation, website, rsvp management, materials creation, etc.
• Organize travel and hotel reservations for guests participating in assigned portfolio of events. Develop and implement systems for making hotel block reservations and individual reservations for attendees at faculty conferences and events.
• Staff conferences and symposia; prepare and distribute agendas, invitations, and other materials, publish information to web sites, manage reservation lists, prepare materials for the day of the event.
• Staff registration tables and troubleshoot on the day of the event.
• Perform event follow up, including running reports, ensuring vendor payments and guest reimbursements.
• Collaborate with event partners inside and outside of the Law School, including event co-sponsors and local, national, and international event vendors.

Management and Collaborative Responsibilities

• With the Director, establish staffing assignments across a host of in-person, virtual, and hybrid events.
• With the Director, ensure clear collaboration with the Facilities Department, the Registrar's Office, the IT Department, and Student Affairs.
• Provide training within the department and broader Law School community on event management best practices and industry standards.
• Support Conferences and Events colleagues as needed; serve as team lead in the absence of the Director.

Other duties and responsibilities as assigned.

REQUIREMENTS

• B.A. or B.S. required, along with three to five years of increasing programming responsibility.
• Portfolio of creative, innovative, exciting work, demonstrating the ability to design and implement, from start to finish, a wide variety of events.
• High technical competence and ability to learn software(s) quickly. Experience with Cvent preferred.
• Established track record as collaborator in the workplace, within the immediate department and within a larger institution. Some management experience preferred.
• Demonstrated ability to conceptualize and execute both large and small events.
• Experience working with various constituencies including vendors and caterers, facilities management, high-level administrators, and others.
• Must be available to work occasional weekends and/or after regular business hours and travel for events, as needed.

Job Location

Philadelphia, Pennsylvania

Department / School

Law School

Pay Range

$66,000.00 - $90,000.00 Annual Rate

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Law-School/Assistant-Director-of-Conferences-and-Events_JR00118915