"Operations Associate"

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.

Job Description Summary

The Operations Associate is a member of the University Life Operations Team. The Operations Associate generally assists with divisional operations including moving boxes/packages, facilitating deliveries, and monitoring building conditions. Their role ensures accurate and timely set up of banquet and meeting spaces for events in venues managed or supported by the division. Additionally, this role plays a vital part in meeting the operations needs including delivering and tracking event equipment to various locations across campus and serving as a liaison to venue clients. The position requires superior customer service skills, willingness to work varied shifts including nights, weekends, or early mornings; ability to interact with various clients across campus, ability to read and interpret written reports and diagrams, and the capacity to adapt to dynamic changing situations positively and proactively.

Job Responsibilities

• Assist with the overall operational needs of venues managed, supported, occupied by the Division of University Life. Deliver, retrieve packages and equipment to designated University locations.
• Assist as assigned with opening and closing procedures for divisional spaces including inspecting and examining nightly for maintenance issues and verifying that buildings are empty, locked and properly secured.
• Responsible for timely setup and breakdown of events within University Life venues and central pool classrooms. Complete set ups of meeting and event spaces based on reports and diagrams with attention to detail.
• Provide instruction to part-time and student staff assisting with events. Respond to client on site requests for additions and adjustments: identify, resolve, or report any equipment needs or issues which may arise.
• Participate in all related opening and closing procedures for Space and Events Management, including inspecting, and examining nightly for maintenance issues and verifying that building are empty, locked, and properly secured.
• Working with part time/student staff, dining, Public Safety, and other departments on closing related issues.
• Maintain orderly appearance of venue spaces (e.g., lounges, meeting rooms, building exteriors, loading dock): ensure safe, obstruction-free corridors, maintenance closets and vestibules.
• Ensure that all equipment is always in good repair and fully functional and report any problems to manager. Assist with tracking inventory, repair, and maintenance of Space & Events equipment.
• Other duties as assigned to include, but not limited to, attending regular staff meetings, staffing of overtime setups, and building coverage often occurring outside of the standard business day or regular operating hours.
• Other duties and responsibilities as assigned.

Qualifications

• High School Grad/GE Degree and 2 to 3 years of experience or equivalent combination of education and experience is required.
• Previous work experience in events and/or facilities management in a campus center, academic venue, or conference center environment.
• Must be able to work a flexible schedule, as dictated by events including but not limited to early mornings, evenings, and weekends is required.
• Execute written instructions and use good judgment and problem-solving skills.
• Exert up to 100 pounds of force occasionally, and 50 pounds of force frequently and constantly lift, carry, push, pull or otherwise move objects.
• Must be able to stand for long periods.
• Perform job functions with attention to detail, speed, and accuracy.
• Communicate effectively both verbally and in written form.
• Prioritize, work with minimal supervision, and independently read, interpret and implement room setup diagrams and venue reports.
• Maintain a professional personal appearance and adheres to PQ uniform policy.
• Familiarity with audio-visual equipment and Microsoft Office suite computer products preferred.
• Demonstrate commitment to teamwork, cooperation, and delivering exceptional customer service.

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

Student Activities

Pay Range

$18.99 - $24.27 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.

Equal Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.

Special Requirements

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

University Benefits

Details on benefits such as health, life, flexible spending accounts, tuition, retirement, time away from work, long-term care, wellness resources, professional development, and more are available at https://www.hr.upenn.edu/PennHR/benefits-pay.