Temporary Program Manager, Conferences and Events - 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.








Posted Job Title

Temporary Program Manager, Conferences and Events





Job Profile Title

Temporary Employee - Non-Exempt





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 distinctive cross-disciplinary legal education, drawing on the depth and breadth of the University of Pennsylvania. The resulting intellectual opportunities and professional relationships bridge traditional boundaries and disciplines, making the Law School an extraordinarily supportive academic community for its scholars and students alike.

The University of Pennsylvania Carey Law School staff play a critical role in providing a world-class educational environment, supporting faculty, students, alumni, and fellow staff members in a collaborative and ambitious environment.

Reporting to the Executive Director of Conferences and Events, the Program Manager is an integral collaborator on important faculty conferences, colloquia, symposia, meetings, and events, with ultimate responsibility for day-of program success and all follow up. The PM works closely with faculty and Center and Institute Directors, as well as with IT colleagues, Facilities, Communications, and others to ensure that all Penn Carey Law Conferences and Events are delivered with high-quality service levels to ensure an outstanding participant learning experience.

The PM maintains ownership of a portfolio of programs and takes responsibility for all assigned events. This is a temporary position eligible for up to 28 hours, 4 days per week, with responsibility for some weekend and evening work as required by events calendar.





Job Description


Duties include:


Communications



+ Create and manage communication channels to faculty and other program sponsors; participate in and contribute to all pre-event planning.


+ Pre, during, and post-event, serve as direct point of contact for high-level speakers, presenters, and guests at assigned events.


+ Ensure institutional branding and reputational goals are included in all event planning.



Pre-Event Responsibilities



+ Working with Facilities and others, ensure conflict-free scheduling as possible as well as appropriate space assignments and accommodations for program participants.


+ Develop and oversee the production of program materials, including website, marketing/invitations, and day-of event materials.


+ Organize catering, travel plans, and hotel reservations.


+ Manage RSVP lists.


+ Anticipate and respond to a host of planning issues with flexibility and professionalism.



Event Implementation Responsibilities



+ Ensure staffing of registration tables and troubleshoot on day of the event.


+ Work with IT and AV staff to ensure all technology needs are properly supported.


+ Monitor sessions to ensure that program lead and all participants are satisfied.


+ With flexibility, respond to and monitor logistical, content and service requests made by program leads and any participants.



Post-Event Management



+ Monitor and track program financial details to ensure expenses are accounted for accurately.


+ Participate in post-event critique and offer suggestions.


+ Monitor measurements of quality for all facets of the delivery process for programs (i.e. participant program evaluations and faculty feedback, facility and dining service comments).


+ Support follow up efforts as determined by program directors.



Faculty Events Responsibilities



+ Support the Conferences and Events team by participating in and supporting events outside the assigned portfolio; assist on day-of events (e.g., set-ups, staff registration table, meet caterer, etc.).



Other duties as assigned




Qualifications:


Bachelors preferred; 3 to 5 years of experience or equivalent combination of education and experience is required. A portfolio of successful events, designed and implemented, is required. Cvent experience is preferred. Ability to work well with others in a service-oriented environment; positive attitude and interest in getting the work of the team done are essential. Must be able to demonstrate ability to prioritize and complete multiple tasks; excellent attention to detail; flexibility. Excellent tech skills, including web management and word processing skills (Office 365 environment). Must be able to work under pressure with time constraints; occasional need for evening and/or weekend staffing of faculty events. We seek candidates who have established track records as collaborators in the workplace. Commitment to the University of Pennsylvania Carey Law School collaboration work environment and to the Staff Ideals is required.


The University of Pennsylvania and its Law School are equal opportunity (http://www.upenn.edu/affirm-action/eoaa.html) employers.






Job Location - City, State

Philadelphia, Pennsylvania





Department / School

Law School





Pay Range

$7.25 - $30.00 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, 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 may be required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.



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.