About this job
Temporary Program Manager, Conferences and Events
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.
Posted Job Title
Job Profile Title
Temporary Employee – Non-Exempt
Job Description Summary
The University of Pennsylvania Carey Law School is one of the nation’s oldest and most distinguished law schools. The School offers a distinctive cross-disciplinary legal education, drawing on
the depth and breadth of the University of Pennsylvania. The resulting intellectual opportunities and professional relationships bridge traditional boundaries and disciplines, making the Law
School an extraordinarily supportive academic community for its scholars and students alike.
The University of Pennsylvania Carey Law School staff play a critical role in providing a world-class educational environment, supporting faculty, students, alumni, and fellow staff members in
a collaborative and ambitious environment.
Reporting to the Executive Director of Conferences and Events, the Program Manager is an integral collaborator on important faculty conferences, colloquia, symposia, meetings, and events, with
ultimate responsibility for day-of program success and all follow up. The PM works closely with faculty and Center and Institute Directors, as well as with IT colleagues, Facilities,
Communications, and others to ensure that all Penn Carey Law Conferences and Events are delivered with high-quality service levels to ensure an outstanding participant learning
experience.
The PM maintains ownership of a portfolio of programs and takes responsibility for all assigned events. This is a temporary position eligible for up to 28 hours, 4 days per week, with
responsibility for some weekend and evening work as required by events calendar.
Job Description
Duties include:
Communications
- Create and manage communication channels to faculty and other program sponsors; participate in and contribute to all pre-event planning.
- Pre, during, and post-event, serve as direct point of contact for high-level speakers, presenters, and guests at assigned events.
- Ensure institutional branding and reputational goals are included in all event planning.
Pre-Event Responsibilities
- Working with Facilities and others, ensure conflict-free scheduling as possible as well as appropriate space assignments and accommodations for program participants.
- Develop and oversee the production of program materials, including website, marketing/invitations, and day-of event materials.
- Organize catering, travel plans, and hotel reservations.
- Manage RSVP lists.
- Anticipate and respond to a host of planning issues with flexibility and professionalism.
Event Implementation Responsibilities
- Ensure staffing of registration tables and troubleshoot on day of the event.
- Work with IT and AV staff to ensure all technology needs are properly supported.
- Monitor sessions to ensure that program lead and all participants are satisfied.
- With flexibility, respond to and monitor logistical, content and service requests made by program leads and any participants.
Post-Event Management
- Monitor and track program financial details to ensure expenses are accounted for accurately.
- Participate in post-event critique and offer suggestions.
- Monitor measurements of quality for all facets of the delivery process for programs (i.e. participant program evaluations and faculty feedback, facility and dining service comments).
- Support follow up efforts as determined by program directors.
Faculty Events Responsibilities
- Support the Conferences and Events team by participating in and supporting events outside the assigned portfolio; assist on day-of events (e.g., set-ups, staff registration table, meet
caterer, etc.).
Other duties as assigned
Qualifications:
Bachelors preferred; 3 to 5 years of experience or equivalent combination of education and experience is required. A portfolio of successful events, designed and implemented, is required. Cvent
experience is preferred. Ability to work well with others in a service-oriented environment; positive attitude and interest in getting the work of the team done are essential. Must be able to
demonstrate ability to prioritize and complete multiple tasks; excellent attention to detail; flexibility. Excellent tech skills, including web management and word processing skills (Office 365
environment). Must be able to work under pressure with time constraints; occasional need for evening and/or weekend staffing of faculty events. We seek candidates who have established track
records as collaborators in the workplace. Commitment to the University of Pennsylvania Carey Law School collaboration work environment and to the Staff Ideals is required.
The University of Pennsylvania and its Law School are equal opportunity employers.