Event Assistant (Hybrid Eligible)

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, visit the Penn COVID-19 Response website for the latest information.

Posted Job Title
Event Assistant (Hybrid Eligible)

Job Profile Title
Administrative Assistant B

Job Description Summary

Position Overview:
The Administrative Assistant B position provides administrative support and organization for the Department of Programs and Special Events, working with a team that plans over 200 events per year. The position will perform related duties as assigned by the Business Manager. They will also perform duties listed below as they relate to University events, including but not limited to Alumni Weekend, Homecoming Weekend, and Family Weekend.

Job Description

Specific Responsibilities:
Reporting to the Business Manager of Programs and Special Events, the position assumes an Administrative Assistant role for the staff of Programs and Special Events for over 200 events per year, providing administrative support to the Senior Executive Director, Senior Director, Business Manager and all planners in P&SE. Perform the duties listed as they relate to multi-scale University events and travel events for Development and Alumni Relations, President’s Office, Provost’s Office, Schools & Centers, Alumni Weekend, Homecoming Weekend, and Family Weekend.

The ideal candidate will have knowledge of and enthusiasm for the events industry and event planning practices, will be detail-oriented, and must have independent decision-making experience to assist Event Planners on-site at an event. They must be able to prioritize a large volume of projects with multiple colleagues, meet deadlines, represent the University at events, and interact effectively with staff, vendors, alumni and other guests.

Specific duties include:
Research and book event spaces
Maintain records on campus spaces
Maintain reservations and cancellations
Submit Homecoming and Alumni Weekend Perelman Quad space requests
Maximize and organize office inventory
This includes our event supplies/stock, supplies loaned to other departments, registration and nametag supplies, and our banner and signage inventory
Maintain spreadsheet of frequently used vendors
Assist Planners | Event based needs
Manage registration list and print nametags
Research, collect pricing, and place orders for promotional giveaways and maintain leftover inventory
Print place cards and table tents
Create graphics for event-related material, including signs and menu cards
Assist Planners | Event day needs
Help with setup, registration, and breakdown (on-campus and domestic events)
Provide assistance for virtual events on Zoom and BlueJeans
Design graphics for event slides
Edit videos
Provide technical support during events, including managing spotlights, breakout rooms, and sharing screen for presentations.
Alumni Weekend/Homecoming Tasks
Reserve venues throughout campus
Prepare event boxes
Coordinate lights display with PECO Building and Cira Center
Prepare the Staff & Vendor contact sheets
Assist onsite with certain events (Parade, Picnic, Alumni Award of Merit Gala)
Assist with rain plan preparation, including ordering supplies
Ensure that all general supplies are ordered and in stock
Provide on-call support throughout the weekend
Organize the setup of our staff and supply rooms
Manage Golf Carts (contract, train w/public safety, manage drivers)
Maintain the shared supply list for Homecoming and Alumni Weekend
Plan Sweeten Hospitality, Tours, Penn Fair, Arts Fair, and other events as needed
Check for mail daily
Packing/Shipping for off-campus events
Maintain knowledge of eShip system and coordinate shipments for assigned events
Facilitate customs process for international shipping
Maintain relationship with Penn Mail Services
Registration process
Use Datamax nametag printers
Manage Datamax printer inventory
Oversee service status for the Datamax printers and laptops
Train staff in the proper procedures
Prepare registration lists
Work with DAR Training to collate collected data, develop organized archiving system, and generate reports

Qualifications:
High School diploma and 3-5 years administrative experience or an equivalent combination of education and experience required; post-HS training or college degree desirable. Proficiency in use of Microsoft Word and Excel required, with proficiency in the Adobe Creative Suite preferred. Ability to conduct internet research necessary. Excellent verbal and written communication skills; organizational skills; positive and team-oriented attitude; thorough knowledge of office procedures, practices, and methods; ability to organize and prioritize assignments and work effectively with diverse groups; detail oriented; flexible and productive under pressure; excellent customer service skills. Must be able to follow through on tasks in a timely and efficient manner. Ability to lift 20-50 lbs. Frequent evening and/or weekend work, ability to travel for assigned events, and valid driver’s license required.

**Please provide a resume and cover letter in order to be considered for this role. Please upload all documents in the “Resume/CV” section of the application prior to submitting.**

Job Location – City, State
Philadelphia, Pennsylvania
Hybrid Eligible – This position is eligible for a hybrid work schedule with a work week divided between working onsite and working remotely.

Department / School
Development and Alumni Relations

Pay Range
$17.98 – $27.09
Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.

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-payHealth insurance


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