Senior Scheduling and Event Operations Manager

Senior Scheduling and Event Operations Manager

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.

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

Senior Scheduling and Event Operations Manager

Job Profile Title

Manager B, Facilities, Events

Job Description Summary

The Senior Scheduling and Event Operations Manager oversees the
school-wide space reservation system and serves as the primary
point of contact for event scheduling across Penn Engineering. This
includes ensuring space is available for high-profile events,
managing space requests and end-user communication, consulting on
space alternatives, and coordinating the event support services
(security, housekeeping, and vendor logistics) needed to execute
events successfully. This position requires flexible working hours,
including nights and weekends, to support the School's full event
calendar.

Job Description

Job Responsibilities

Serve as the first point of contact for all space reservation
requests by email, phone, or via the space scheduling system.
Manage the school-wide space reservation system. Executes strategic
scheduling, allocation, and complex scheduling of event space
considering defined School priorities. Coordinates bi-annual
planning meetings with internal departments and centers to align
goals with available event space.

Provides event planning direction and oversight to the Penn
Engineering community. Meets with clients throughout their planning
to consult on space needs and alternatives, define expectations and
requirements, develop and review floor plans, conduct pre-event
meetings and walkthroughs, and finalize event logistics and support
services needed.

Coordinates event support services, including but not limited
to security and housekeeping; works with external vendors to secure
event rentals and other needed materials.

Provides day-to-day direction and light supervision to a
part-time/temporary Operations Coordinator, including assigning
tasks, setting priorities, and reviewing work to ensure consistency
with School standards.

Analyzes event successes and challenges and adjusts planning
and execution accordingly for future events. Creates and manages
event record systems. Participates in creating and maintaining SOPs
for the team's internal operations.

Performs related duties as assigned.

Qualifications

Bachelor of Science, Bachelor of Arts, and 2 to 3 years of
experience or equivalent combination of education and experience is
required.

Experience in event management in a higher education or
hospitality environment with a focus on event coordination and
space scheduling strongly preferred.

Proven ability to manage multiple tasks simultaneously while
working with a diverse constituency. Demonstrated problem-solving
and decision-making skills in an event coordination capacity where
high-level customer satisfaction is required. Ability to smoothly
negotiate unanticipated changes and needs in a timely fashion. Must
have excellent organizational, interpersonal & communication
skills. Superior dependability, judgment, and resourcefulness.
Proficiency in Microsoft Office and Google Suite applications.
Experience in utilizing multiple space scheduling software
platforms. Project management experience is a must. Experience
coordinating with vendors and support service providers (security,
housekeeping, rentals) preferred. Proven experience managing events
with over 500 attendees.

Accreditation with a Professional Event Management Association
is preferred. Comfort working in a large open office.

This position requires flexible hours each week to meet customer
demands, including nights & weekends. This position will share
after hours on-call support.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

School of Engineering and Applied Science

Pay Range

$65,628.00 - $80,000.00 Annual 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, and in alignment with salary ranges
based on external market data for the job's level. Internal
organization and peer data at Penn are also considered.

Equal Opportunity Statement

The University of Pennsylvania is an equal opportunity employer.
Candidates are considered for employment without regard to race,
color, sex, sexual orientation, religion, creed, national origin
(including shared ancestry or ethnic characteristics), citizenship
status, age, disability, veteran status or any class protected
under applicable federal, state or local law.

Special Requirements

Background checks may be 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

Equal Employment Opportunity Statement

The University of Pennsylvania is an equal opportunity employer.
Candidates are considered for employment without regard to race,
color, sex, sexual orientation, religion, creed, national origin
(including shared ancestry or ethnic characteristics), citizenship
status, age, disability, veteran status or any class protected
under applicable federal, state, or local law.

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/School-Eng--Applied-Sciece---107-Towne---1st-Floor/Senior-Scheduling-and-Event-Operations-Manager_JR00125631

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