University Life Space and Events is a centralized resource for planning student (undergraduate, graduate, and professional), departmental, and non Penn-affiliated events within University Life venues and managed spaces. ULSE provides guidance and education on event planning, related policies, compliance, space and scheduling support, and generally aides students and departments in navigating the Penn ecosystem of space reservations and events. The ULSE team shares a commitment to consistently providing transformational customer service, while cultivating relationships with internal and external community members (users of our spaces/services). The Scheduling and Events team takes a holistic and comprehensive approach to supporting student groups hosting and planning events, and prides itself on advising the event planning community at the University of Pennsylvania.

The Coordinator for Scheduling and Events serves as a centralized resource for university-sponsored events and external clients hosting conferences and programs within University Life spaces, and non-academic use of the central pool classrooms. While the sponsoring groups may differ, the overall makeup of professional responsibilities share similar characteristics, have similar complexity, and need for autonomy and decision-making skills. The Coordinator provides event advising, consultation, and logistical support, and select conference and event management.

The Coordinator for Scheduling and Events advises and supports student, faculty, and administrators with all aspects of planning events scheduled in Perelman Quadrangle, University Life venues, and central pool classrooms (non-academic use). This role works closely with on-campus student organizations to determine event needs and facilitates arrangements with campus partners. This may include advising on venue selection, catering and dining arrangements, audio/visual equipment, event design, transportation arrangements, housing accommodations, event budget management, and management of related staff. Coordinators provide guidance, awareness, and education on policies, laws, and protocols applicable to planning events on campus, connect internal clients with university service providers, and recommend external vendors and other services as required.

The Coordinator for Scheduling and Events manages, plans, and executes varying high-profile conference and events including events for the university President, heads of state visits, and Cabinet Member approved institutional events. This position is required to work a flexible rotating schedule to provide on-site support and oversight to assigned events including evenings and weekends. As a member of the University Life scheduling and events team, the Coordinator will respond to inquiries and provide scheduling support during traditional and non-traditional hours.

Job Responsibilities

• Serves as a centralized resource for university-sponsored events and external clients hosting conferences and programs within University Life spaces, non-academic use of the central pool classrooms, and other assigned spaces throughout campus. Provides event advising, consultation, and logistical support, and select conference and event management. Meet with event sponsors in advance of or immediately after space booking to identify event needs, provide advisement, and document details.
• Advises and supports student, faculty, and administrators with all aspects of planning events. This may include advising on venue selection, catering and dining arrangements, audio/visual equipment, event design, transportation arrangements, housing accommodations, event budget management, and management of related staff. Provides guidance, awareness, and education on policies, laws, and protocols applicable to planning events on campus, connect internal clients with service providers.
• Works closely with venue operations team to communicate accurate event set up needs. Liaises with campus partners such as audio visual supplier, Public Safety, housekeeping, facilities & grounds support to facilitate event needs.
• The Coordinator for Scheduling and Events manages, plans, and executes varying high-profile conference and events including events for the university President, heads of state visits, and Cabinet Member approved institutional events.
• Works a flexible rotating schedule to provide on-site support and oversight to assigned events including evenings and weekends. As a member of the University Life scheduling and events team, the Coordinator will cover office hours, respond to inquiries, and provide scheduling support during non-traditional, student-centered hours including evenings and weekends.
• Inform and coach student organizations about venue and campus policies related to planned events. Communicate and facilitate special event needs such Open Expression monitoring, crowd control, or enhanced security.

Qualifications

• High School diploma or GED and 5 to 7 years of experience, or equivalent combination of education and experience, are required.
• Bachelor’s Degree and two to three years of experience in facilities event planning or related areas preferred.
• Working knowledge of Windows 10 as well as Microsoft Office suite of computer products preferred.
• Must pay strict attention to detail.
• Background check required.

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.