Operations Assistant (Temporary) - 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

Operations Assistant (Temporary)





Job Profile Title

Temporary Employee - Non-Exempt





Job Description Summary

University Life supports undergraduate, graduate, and professional students as they engage in academic, artistic, civic, cultural, and pre-professional experiences. The division is deeply committed to its guiding principles which facilitate the student experience: cultivating a life of meaning and purpose; diversity, equity, inclusion and belonging; a culture of care and support; and organizational effectiveness. University Life Space and Events Management provides a broad range of event, venue, programmatic, and resource support services to the University of Pennsylvania community. The Events and Operations team provides management of several mixed-use venues, including the Arts Research, and Culture House (ARCH), Irvine Theater, and the Houston Hall Student union - the first student union in the nation.


This is a temporary part-time position (approximately 20-30 hours per week depending on need). $17.50 per hour.





Job Description


The Operations Assistant role plays is vital to meeting the operational needs of University Life Space and Events, and implementing/executing events that are scheduled within our managed portfolio. The position serves as a liaison to students, departments, and other venue clients, and as such requires superior customer service skills, a willingness to work varied shifts, an ability to interact with various clients across campus, an ability to read and interpret written reports and diagrams, and the capacity to adapt to dynamic, changing situations positively and proactively. The role ensures accurate and timely set up of banquet and meeting spaces for events in venues managed or supported by the division.




Additionally, as a member of the University Life Operations team, Operations Assistants assists with departmental operations including monitoring building conditions, opening and closing facilities. As part of a team that ensures a continuous professional staff presence throughout all operating hours of the Houston Hall Student Union, Operations Associates act as facility leads and work a rotating flexible schedule that includes late night (until 12am during the academic year), weekend, holiday, and traditional weekday coverage.




Responsibilities



+ 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. Maintain orderly appearance of venue spaces (e.g., lounges, meeting rooms, building exteriors, loading dock): ensure safe, obstruction-free corridors, maintenance closets and vestibules.​


+ Assist with the overall operational needs of venues managed, supported, occupied by the University Life division. Assists 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. Deliver, retrieve packages and equipment to designated University locations..


+ Ensure that all equipment is in good repair and fully functional (at all times) and report any problems to manager. Assist with tracking inventory, repair, and maintenance of ULSE event equipment and furniture. Respond to patron requests for additions and adjustments - identify, resolve, or report issues that may arise.


+ As part of a team that ensures a continuous professional staff presence throughout all operating hours, the Team Lead acts as facility lead and works a rotating flexible schedule that includes late night (until 12am during the academic year), weekend, holiday, and traditional weekday coverage.


+ Perform additional duties as assigned





Qualifications



+ High school diploma or equivalent.


+ Previous work experience in events and/or facilities management in a campus center, academic venue, or conference center environment


+ 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 ULSE uniform policy.


+ Familiarity with audio-visual equipment and Microsoft Office suite computer products preferred


+ Demonstrate commitment to teamwork, cooperation, and delivering exceptional customer service







Job Location - City, State

Philadelphia, Pennsylvania





Department / School

Student Activities





Pay Range

$7.25 - $17.50 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.