Associate Director of Events, Annenberg School for Communication

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Associate Director of Events, Annenberg School for Communication

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 Employers By State in 2021.

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
Associate Director of Events, Annenberg School for Communication

Job Profile Title
Associate Director B

Job Description Summary
Reporting to the Director of Administration and Faculty Affairs, the Associate Director of Events is responsible for all ASC academic events and related activities (with the exception of events that are sponsored by various ASC centers and programs for which there is a staff member responsible for the coordination of events (e.g. APPC, CARGC, Media at Risk, etc.) - for these events the Associate Director will serve as the Events@Annenberg resource, as needed.

Job Description

Responsibilities:

  • Plan, manage, coordinate, and produce a wide range of legacy events, special events, and event initiatives. Legacy events include (but are not limited to): convocation and undergraduate and graduate graduation ceremonies. Events and initiatives include (but are not limited to): bi-monthly colloquia, faculty recruitment job talks, annual lectures, dinners, breakfasts, conferences, workshops, book talks, symposia, and institutional advancement-focused events.
  • Manage the school's overall event calendar, working with the event staff of the school's various centers, projects, and grants as needed, in order to evaluate and balance the various academic year events, identify cost-saving opportunities, etc.
  • Engage the ASC Events Committee and other faculty as appropriate, in order to coordinate an annual approved list of invited speakers to school-sponsored lectures, colloquia, and other scholarly events.
  • Coordinate all logistics related to event preparation and hosting. Communicate with invited guests regarding travel planning and reimbursement. Manage invitation and RSVP processes. Create and maintain external working relationships with caterers and other vendors contracted to provide services.
  • Ensure timely receipt of information necessary for event promotion, e.g. title and/or abstract of talk, bio, photo, etc.
  • Coordinate inquiries and requests for ASC classroom or conference room use, as well as requests to sponsor or co-sponsor events (consulting with others as appropriate). Serve as administrative liaison in support or co-sponsorship of interdisciplinary events.
  • Working with the Executive Director of Finance and Facilities Operations, develop and maintain event budgets track expenses, and report on actuals post-event.
  • Establish and maintain working relationships with internal staff and colleagues whose job responsibilities overlap with the facilitation of events. Serve as a collaborative resource and guide to other staff with event planning responsibilities. Meet with new hires with event planning responsibilities for overview and training. Establish an event planner committee; schedule and lead monthly meetings with ASC staff who have event planning responsibilities. Share new information, review schedule of upcoming events, discuss and debrief completed events. Establish and/or amend event planning best practices.
  • Manage the school's event website via CMS, including developing and updating content, uploading photos, etc. Collaborate with ASC's Office of Communications to create and distribute the monthly Events@ASC newsletter and one-off event evites.
  • Develop and maintain a collection of Standard Operating Procedures, best practices, and policy documentation for events, to be shared with other staff with event planning responsibilities.
  • Ensure that policies and procedures are disseminated as appropriate.
  • Develop and maintain a multi-year strategic event plan and calendar, working with the dean, faculty, and Events Committee as appropriate.
  • Other duties as assigned.


A resume AND cover letter must be submitted in order to be considered for candidacy. Please upload both as one document, if possible. Alternatively, you may attach multiple documents by clicking the Upload button at the bottom of the My Experience page.

Qualifications:

A Bachelor's degree and 3 to 5 years of events management or related experience is required, or an equivalent combination of education and experience. Experience in a higher-education environment is preferred. Must be capable of working with position-related technology, including scheduling and event management software, Drupal or other similar CMS, and the Office applications suite. The successful candidate will have excellent verbal and written communication skills, with the ability to synthesize and package event information effectively. Excellent time management skills and a keen attention to detail are a must. Strong organizational and problem-solving skills are required. Strong candidates will be flexible and able to multi-task while planning multiple events simultaneously. Must be able to work independently and in a collaborative environment. This position must be on-site for in-person events regardless of any temporary remote work schedules. Occasional evening and weekend work is required.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Annenberg School for Communication

Pay Range
$42,953.00 - $77,315.00

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.




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

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Annenberg-School-for-Communication/Associate-Director-of-Events--Annenberg-School-for-Communication_JR00040765-2

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