Events and Administrative Coordinator

Events and Administrative 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

Events and Administrative Coordinator

Job Profile Title

Administrative Coordinator

Job Description Summary

Please note that this is a term position, dependent upon grant funding, with a target end date of June 30, 2029.

The Events and Administrative Coordinator provides operational and logistical support for the Stavros Niarchos Foundation (SNF) Paideia Program, which fosters opportunities for the Penn community to learn about dialogue, from dialogue, and how to dialogue, towards a goal of individual and societal wellness.

This role focuses on the execution of program events, reliable office management, and the administration of program funding. The ideal candidate is a detail-oriented multitasker who enjoys creating organized systems and supporting a collaborative team of about a dozen. As a Coordinator for SNF Paideia, you co-create spaces where transformative dialogue happens. Your work ensures that facilitators and participants can focus on the conversation, knowing the logistics are handled with precision and care.

Job Description

Job Responsibilities

• Event coordination and logistics/Program Support: Lead planning and logistical execution for most SNF Paideia events; Vendor Management: Research and place catering and supply orders; manage relationships with external vendors; Financial Processing: Facilitate speaker payments and honorariums in compliance with university policies; Tracking: Maintain the master event calendar and internal tracking sheets for scheduling and reporting purposes; and Large-Scale Support: Provide "all-hands-on-deck" assistance for flagship events. These events sometimes take place outside regular work hours.
• Office Operations & Space Management/Liaison Services: Act as the primary point of contact for university support services, including IT and building management; Procurement: Monitor and order office supplies and branded merchandise; Space Maintenance: Maintain a comfortable, professional, and welcoming office atmosphere for students, faculty, and visitors. This includes overseeing the space, ensuring the office and common areas remain tidy and organized. Team Coordination: Maintain the internal Work from Home (WFH) staff calendar to ensure office coverage and transparency.
• Grant & Financial Administration/Committee Service: Serve as a member of the review committee for Dialogue & Engagement grants; Fund Transfers: Process and track financial transfers for approved grants, student funding, and general event funding.
• Communications & Promotion Support/Digital Tools: Create and manage Eventbrite registrations and digital RSVP lists for program events; Outreach: Assist the Communications Director in enhancing event promotion and gathering information for newsletters or social media.
• Other duties and responsibilities as assigned

Qualifications

• High School Grad/GE Degree, and 5 to 7 years of experience or equivalent combination of education and experience is required.
• Bachelor's degree and 0-2 years of experience in administrative support, event planning, or student worker roles within a university preferred.
• Technical Skills: Proficiency in Microsoft Office Suite (must include Excel) and familiarity with event platforms like Eventbrite, the ability to learn new software systems.
• Soft Skills: Exceptional organizational habits, a customer service mindset for campus visitors, the ability to pivot between tasks quickly and to take initiative on assigned tasks, a willingness to ask for help when needed, flexibility in work hours to align with event scheduling, and a desire and capacity to work with people in diverse roles at the university (e.g., students, faculty, and staff).
• Mission Alignment: An interest in the program's mission of fostering dialogue across difference and civic engagement.

Application Requirement

• A Cover Letter and Resume/CV are required to be considered for this position. Please upload your Cover Letter where it asks you to upload your Resume/CV; multiple documents are allowed.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Provost Interdisciplinary Programs

Pay Range

$21.15 - $25.00 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, and in alignment with salary ranges based on external market data for the job's level. Internal organization and peer data at Penn are also considered.