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 TitleSenior Associate Director, Programs and Special EventsJob Profile TitleAssociate Director D, Development, EventsJob Description SummaryPosition Overview:
Serving as (Senior) Associate Director and reporting to the Senior Director of Programs and Special Events, Development and Alumni Relations.
Manage Assistant Director and ensure all assigned projects are produced with the highest level of quality. Personally plan, organize, develop, administer and oversee cultivation and stewardship for 30+ events annually for Development and Alumni Relations, the office of the President, the office of the Provost and as requested, a Penn school or center. Responsible for outcomes and results of work produced by Assistant Director reporting to this position. Responsibility for 60+ events with combination of personally assigned events and direct report-assigned events. Event planning and execution will be required for a range of events to include live, in-person events, fully virtual events, and hybrid events with live and virtual components. Initiate, plan and execute programs, activities and communication designed to engage alumni, parents and friends as well as Penn colleagues.Job Description
Specific Responsibilities:
Work with the Development and Alumni Relations staff as a planner of 30+ annual events including but not limited to Homecoming and Alumni Weekend. Plan, manage and execute all aspects of venues, vendors, budgets, contracts, volunteers, staffing student organizations, and legal affairs. Highest level of clients includes University of Pennsylvania VIP’s, High End Donors, Trustees, Overseers, Board of Directors and Academy Members.
Event planning and execution responsibilities include a range of live, in-person events, fully virtual events, and hybrid events with both in-person and remote attendees and presenters. The ability to execute this wide variety of events is critical and continuing education and training to stay current with advancing technology to accommodate virtual components is required. Post-event recorded media preparation including video review, editing, and captioning if required.
Develop new opportunities for increased visibility and value to Programs and Special Events, Alumni Relations, DAR and offices within the University. Plan and develop ideas, themes, concepts for events.
Supervise an Assistant Director responsible for planning assigned events. Management responsibilities include performance monitoring, coaching, and review, monitoring event production quality and execution, and ensuring support for team members meets expectations. Ensure events produced by the reporting Assistant Director meet highest level of quality and satisfaction for the event owner. Will have management responsibility for directly assigned events and for events produced by the direct report.
Qualifications:
College degree required with 5-7 years of experience in special events planning or equivalent combination of education and experience required with a preference for experience with events for alumni relations. Events may also include high-level university campaign events, both with and without University President and other Senior Leadership participation. Experience producing a wide range of events including in-person, virtual, and hybrid events is required. Experience setting up and executing virtual and hybrid events using various platforms to include but not limited to Blue Jeans, Blue Jeans Meetings and Events, Zoom, Zoom Webinar, Microsoft Teams and others is required. This will include but is not limited to setting up the event/meeting/webinar in the desired platform, collecting needed media, providing briefings/instructions to all participants, and building a show flow and acting as producer during the event to control the participants and attendees’ experiences. Post-event recorded media preparation including video review, editing, and captioning if required. Ability to learn and adapt to new technologies and upgrades to existing platforms is critical. Must have ability to supervise, mentor, develop and teach staff. Excellent writing, communication and interpersonal skills required. Must be highly organized and self-initiating while working as a member of a team within a goal-oriented environment. Must be able to manage simultaneous projects. The ability to interact with the highest-level personnel in a professional and high-achieving manner is essential. The ability to work under pressure and meet deadlines is essential. This position may require extended periods away from an office location. Adaptability and flexibility with varying work environments and locations is essential. This position may also allow for some remote work location flexibility and the abilities to maintain a self-directed solid work schedule, establish a dependable routine and meet deadlines will be required. Supervisory responsibilities will include managing an Assistant Director to include feedback and review sessions, mentorship, responsibility for the results of work produced by the direct reporting Assistant Director, and other management functions as required. Frequent weekend and evening work required. Frequent overnight/multi-day travel for off campus events required. This travel may to be both U.S. domestic and international locations. Ability to lift up to 50 pounds. Valid driver’s license required.
Job Location – City, StatePhiladelphia, PennsylvaniaDepartment / SchoolDevelopment and Alumni RelationsPay Range$61,046.00 – $96,000.00 Annual RateSalary 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
To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay
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