Events and Communications Administrative Coordinator - Materials Science and Engineering - Penn En

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Events and Communications Administrative Coordinator - Materials Science and Engineering - Penn Engineering

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 Communications Administrative Coordinator - Materials Science and Engineering - Penn Engineering

Job Profile Title
Administrative Coordinator

Job Description Summary
Penn Engineering's world-acclaimed faculty, state-of-the-art research laboratories and highly interdisciplinary curricula offer an experience that is unparalleled. Innovation and technology drive every program and transform the fundamentals of what future engineers are learning.

The Events and Communications Administrative Coordinator will work closely with the department leadership of the Materials Science and Engineering Department (MSE) to advance the department's educational and research activities and initiatives.

Job Description

The Events and Communications Administrative Coordinator in the Materials Science and Engineering Department (MSE) will provide administrative assistance and support for the MSE departmental seminars including speakers' travel, lodging and reimbursement, as well as event planning. In conjunction with management, develop, implement and oversee programs, database, events, communications, and initiatives that support alumni relations with department and current students. Prepare newsletter, update websites, hallway monitor, and identify efficient communication vehicles. Develop strategies to increase award nominations for student, staff and faculty and maintain a database, and provide administrative support to those nominating individuals. Provide support as need to the Department Chair.
  • Seminars: Provide administrative support for the departmental seminar series (~ 20 per year) and 2-4 special events per year (e.g. names lectureships, major grant reviews) from start to finish, which includes but is not limited to, scheduling speakers in conjunction with host availability, preparing full-day itineraries for meetings with faculty, designing and posting announcements, scheduling hotel accommodation and process travel reimbursements. Maintain a database of previous speakers.
  • Social Media: Develop and implement a comprehensive communications strategy that includes weekly postings to social media, electronic newsletters (> 6 per year), website, hallway monitor, etc. to keep current department, prospective students, alums and the broader (national and international) scientific community informed. This includes writing original content. Incorporate input from the Chair, Undergraduate Chair, and Graduate Chair.
  • Alumni Relations: Develop and implement a comprehensive alumni relations program that serves our alumni (locally and globally) and augments the educational and research mission of the department. This includes but is not limited to developing survey questions, conducting alumni interviews via social media and in-person, and compiling responses to analyze themes. Engage with the Chair, Undergraduate Chair, Graduate Chair and MSE student organizations (undergraduate and graduate) to develop on-campus and local events (2 per semester).
  • Recognition Program: Develop and maintain strategy for increasing the number of award nominations for our students, staff and faculty and alumni. Consult with faculty, students, staff, and alumni on potential award nomination-granting institutions; research award criteria and coordinate and provide administrative support to those students, staff faculty and alumni making nominations.


Bachelor's Degree and a minimum of two years of related experience or an equivalent combination of education and experience. Advanced written and verbal communication skills and graphic design skills. Strong attention to detail. Ability to organize and manage multiple projects. Knowledge of Penn systems would be desirable (Concur, Marketplace, Workday), and proficient in the Google Suite (Gmail, Google Calendar, Google Docs, Google Sheets, etc). Zoom, Wordpress (for website edits), MailChimp (for newsletters and weekly emails), and Canva would be preferred.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
School of Engineering and Applied Science

Pay Range
$20.45 - $30.82

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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