"Program Specialist, Events and Operations"

Job Description Summary

The Program Specialist supports the Mack Institute's mission by planning, coordinating, and executing a portfolio of programs and events proposed by faculty and senior staff, including conferences, seminars, workshops, webinars, roundtables, and academic elective courses. The Program Specialist ensures these initiatives are delivered effectively by managing all logistical planning, operational workflows, timelines, and stakeholder coordination. Working closely with institute leadership, faculty, staff, and external partners, they translate program objectives into actionable plans, oversee day-to-day operational needs, and ensure a high-quality experience for participants across all institute activities.

Job Description

Program Specialist, Events and Operations
Mack Institute for Innovation Management - The Wharton School, University of Pennsylvania

The Mack Institute for Innovation Management is seeking an organized, proactive, and detail-oriented Program Specialist to support the delivery of high-impact programs and events that advance research and learning in innovation. This role is ideal for someone who enjoys coordinating complex activities, working with diverse stakeholders, and ensuring that academic and professional events run smoothly from start to finish.

As a key member of our team, the Program Specialist will oversee the logistical planning, coordination, and execution of a wide range of institute activities-including conferences, seminars, workshops, webinars, roundtables, and academic elective courses. The role also supports signature initiatives such as the Y-Prize Competition and the Predoctoral Researchers Program.

The Program Specialist will collaborate closely with faculty, staff, and external partners, translating program goals into executable plans and ensuring an exceptional experience for all participants.

Key Responsibilities

• Lead logistical planning for programs and events, including scheduling, space coordination, vendor management, and technology support.
• Manage the operational execution of events, serving as the on-site point person to ensure smooth delivery.
• Develop project timelines, manage workflows, and track progress across multiple initiatives.
• Coordinate special programs such as the Y-Prize Competition and support the onboarding and engagement of Predoctoral Research Fellows.
• Maintain the institute's master calendar and schedule meetings with internal and external stakeholders.
• Prepare event documentation, logistics briefs, and internal communications.
• Coordinate staff, student assistants, and temporary personnel during event preparation and execution.
• Work with vendors and campus partners to ensure timely, high-quality service.

Qualifications

Required

• Bachelor's degree and 2-3 years of related experience, or an equivalent combination of education and experience.
• Demonstrated experience managing events or programs with multiple moving parts.
• Excellent organizational, time-management, and problem-solving skills.
• Ability to work independently, set priorities, and meet deadlines in a fast-paced environment.
• Strong communication and interpersonal skills, with the ability to work collaboratively across diverse stakeholders.
• Experience working with budgets and vendor contracts.
• Proficiency with Microsoft Office and digital collaboration tools (e.g., Zoom, online databases).

Preferred

• Experience in innovation, entrepreneurship, higher education, or research environments.
• Familiarity with CRM or event-management software.
• Experience working within the University of Pennsylvania or a similar institutional setting.

Job Location

Philadelphia, Pennsylvania

The Mack Institute for Innovation Management is a research and educational center at the Wharton School dedicated to advancing knowledge and practice in innovation. We partner with faculty, students, and industry leaders to explore how organizations can remain competitive and thrive in rapidly changing environments.

Department / School

Wharton School

Pay Range

$55,000.00 - $70,000.00 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, 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.

To learn more about University Benefits, please visit the link.