Events and Operations Director

Events and Operations Director

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.

COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn's vaccine requirements and the use of Penn Open Pass, visit the Penn COVID-19 Response website for the latest information.

Posted Job Title
Events and Operations Director

Job Profile Title
Manager D

Job Description Summary
The Events and Operations Director develops, implements, and manages all public and private events for Perry World House (PWH), in-person, hybrid and virtual. Drives all events activities within PWH, including related budgeting and staffing. Responsible for the creation and execution of all events, from those featuring heads of state to student groups. Supervises events staff, student workers, temporary employees, and all external operations-related vendors. Works with the Program and Communication teams to strategize and conceptualize new and creative PWH events, including annual colloquium and workshops and other signature events. Works with Penn Global Business Office to project expenses and to comply with University financial guidelines and policies. Also leads overall building operations. Acts as the primary liaison with Facilities and Real Estate Services regarding operations and maintenance. Ensures PWH is appropriately staffed through business/open hours. Reports to and receives direction from Perry World House Executive Director.

Job Description

  • Design and implement strategies for the execution of high-quality, high-production value hybrid, virtual, and in-person events, including by closely coordinating with HireIT and external technology vendors. Lead overall events and operations team. Hire, train, schedule, and supervise Events and Building Operations Coordinator, student workers, events execution temporary personnel, and security.
  • Supervise the facilities operations. Act as liaison between PWH & Facilities and Real Estate Services, Information Systems and Computing, and the Division of Public Safety. Act as primary liaison to FRES regarding operations and maintenance. Work with FRES to oversee the timely and preventive maintenance and cleanliness. Identify and prioritize any maintenance and repair issues, then oversee reporting, tracking, and follow up on all facility repairs and improvements. This includes working with the Division of Public safety to ensure physical security of people and the building.
  • Design and implement procedures to ensure that staff, distinguished speakers, visiting fellows and scholars, faculty, post-doctoral fellows and student affiliates are onboarded with IT access and office assignments and are familiar with building policies and safety protocols.
  • Work with PWH leadership and University Secretary to ensure appropriate security and hospitality protocols are followed for VIP guests from around the world, including heads of state. Manage space allocation and rentals for any off-site programming, monitor/track event costs and cost recovery from other responsibility centers.
  • Prepare reports/proposals and perform special projects and duties. This includes proactively identifying additional opportunities to further the mission of PWH, specifically by finding additional uses for the facilities, creating opportunities for engagement, and making more efficient use of the space. Work closely with the Director and Executive Director to vet and implement these opportunities and to ensure the Penn Global Business Office is fully engaged and appropriately projecting event expenses; comply with financial guidelines & policies.
  • Other duties and responsibilities as assigned.

Qualifications: A Bachelor's Degree and at least 10 years of direct experience in event planning. Experience managing staff and budgets required. Experience in sourcing and managing all aspects of live, hybrid, and virtual events. Experience in effective hybrid event design that delivers optimal in-person and online experience for event participants. This should include experience managing digital platforms such as Zoom and live video production, streaming, and recording software, such as Open Broadcaster Software (OBS) or Wirecast. Experience in event marketing and strategic planning, including digital communication skills and the ability to use social media platforms as part of event programming. Must be entrepreneurial and a problem solver. Strong working knowledge of Windows and Microsoft Office Suite systems required. An ability to work under tight deadlines and manage multiple projects simultaneously. A demonstrated innovative and creative approach to developing successful events programming. Excellent written and verbal communication skills. Strong interpersonal skills and ability to work well in a team and independently. Demonstrated ability to meet tight deadlines and work under pressure. Strong project management skills and attention to detail. Exceptional relationship management skills. Experience communicating with high level and varied stakeholders. Ability to work event-based hours, including occasional nights and weekends as needed. Interest in multicultural and international affairs a plus.

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.

Budgeted Pay Range:

$68K -- $85K commensurate with education and experience

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Penn Global

Pay Range
$59,703.00 - $113,435.00

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.

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