Assistant Director of Event Services for Institutional Advancement - 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.




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

Assistant Director of Event Services for Institutional Advancement





Job Profile Title

Coordinator B





Job Description Summary

Reporting to the Associate Dean for Leadership Giving the assistant director will manage and execute high visibility events that support the fundraising and engagement goals of the School of Dental Medicine. He/she will be integral in supporting continuing education programs, reunion events, and regional programming for the Office of Institutional Advancement as well as supporting school-wide initiatives including, support of commencement, White Coat, and ad-hoc special events at the request of the Dean’s Office or in conjunction with other departments in the school.


The Assistant Director will be responsible for streamlining and overseeing event logistics including managing contracts and vendors; securing room blocks; updating web pages; creating and managing communication timelines as well as promotional materials; and sourcing giveaways. He/she will also manage all pre- and post- event processes including set-up, tear down, and follow-up/reconciliation processes.





Job Description


Job Responsibilities




Administrative – 70%





+ Oversee the event schedules of Institutional Advancement events including continuing education, alumni engagement, and development .


+ Work collaboratively with the CE coordinator who will support the programmatic work including ,speaker/guest travel accommodations, room reservations, onsite event support, ordering supplies, PO reconciliation and response to inquiries (email and phone).




+ Execute arrangements for high level stakeholder travel and accommodations.


+ Develop efficiencies and strategies to streamline the event process for in person and on-line events managing contracts and vendors; securing room blocks; updating web pages; creating and managing communication timelines as well as promotional materials; and sourcing giveaways. He/she will also manage all pre- and post- event processes including set-up, tear down, and follow-up/reconciliation processes.


+ Oversee and execute an annual calendar of events that strengthens engagement with PDM alumni and other internal/external constituencies; as well as consult/guide ad-hoc events and programs.


+ Oversee event logistics; liaise with venders and stakeholders including relevant internal departments such as Facilities, IT, Security, Academic Affairs and Student Affairs.; secure contracts, room blocks, etc.; schedule venues, photographers, and speakers as needed; and coordinate with campus partners.


+ Work with the Communications Coordinator to conceptualize marketing materials and communications including design and distribution of invitations; coordinate promotions via social media, print, and other PDM outlets; and ensure webpages are updated.


+ Work with the Communications coordinator to prepare and organize pre- and post-event follow-up communication as well as complete post-event reports and reconciliations.


+ Prepare event collateral materials (name tags, folders, gift bags, etc.


+ Compile and maintain events on the PDM web calendar (external PDM website)







Other – 30%



+ Hire and manage student workers.


+ Staff on-campus/local events and manage event set-up, tear down, and follow-up processes


+ Travel as necessary to execute regional events or meetings


+ Engage alumni/event participants and make appropriate referrals to annual and major gifts team of prospective donors/sponsors







Qualifications:




Bachelor’s degree and 2-3 years of experience, or an equivalent combination of education and experience is required. Five to ten years of experience, preferably in an academic environment is preferred. Prior experience in administrative support preferred. Experience-based, positive, problem-solving, “customer service” attitude; excellent interpersonal, organizational, and oral and written communication skills are essential. Strong PC skills in all aspects of Microsoft Office and database programs are required, as well as experience in working with social media networks. Ability to occasionally lift 25 lbs or less. Ability to staff occasional evening/weekend events as needed.










Job Location - City, State

Philadelphia, Pennsylvania





Department / School

School of Dental Medicine





Pay Range

$43,919.00 - $60,617.00 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, 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 required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.




University Benefits

+ Health, Life, and Flexible Spending Accounts : Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.

+ Tuition : Take advantage of Penn's exceptional tuition benefits . You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.

+ Retirement: Penn offers generous retirement plans to help you save for your future. Penn’s Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.

+ Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.

+ Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.

+ Wellness and Work-life Resources : Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.

+ Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.

+ University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University’s libraries and athletic facilities, or visit our arboretum and art galleries. There’s always something going on at Penn, whether it’s a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you’re right in the middle of the excitement—and you and your family can enjoy many of these activities for free.

+ Discounts and Special Services : From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.

+ Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.

+ Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.

+ Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.




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To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay



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.