Administrative Coordinator, 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.

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

Administrative Coordinator, Conferences and Events

Job Profile Title

Administrative Coordinator

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 unique approach, incorporating cross-disciplinary legal education, a distinctly collaborative environment, and an innovative curriculum to enrich student learning. The small and highly interdisciplinary faculty achieves scholarly excellence while emphasizing a shared effort to advance understanding of the law. The result is an intellectual community that bridges traditional boundaries and disciplines within a renowned internal culture of collegiality, making the University of Pennsylvania Carey Law School an extraordinarily supportive academic community for all its members.
The University of Pennsylvania Carey Law School has a high caliber, extremely productive law faculty. Our faculty teaching and research is at the forefront of important societal issues. We support this by bringing scholars, practitioners, and students to the Law School for a variety of world-class events.
The Conferences and Events team is the locus of support to faculty planning academic symposia, conferences, and presentations and also maintains a supportive faculty environment via management of the Faculty Lounge and regular events held there. The Administrative Coordinator on the team completes a variety of administrative tasks for the Faculty Lounge and for other team members as we ensure excellence in a wide array of events hosted each year by Penn Carey Law and its faculty.
This position is fully on-site and is not hybrid eligible. Reporting to the Interim Director for Conferences and Events, the Administrative Coordinator has the following responsibilities:

Job Description

Job Responsibilities:

Event Support

• Complete a variety of tasks in preparation for Penn Carey Law events:
  • Support Program Coordinators and Managers in all aspects of event workplans.
  • Create nametags, table tents, agenda, and other collateral for all events.
  • Prepare pre-event collateral, including agendas, bios, and other materials; publish information to web sites on request.
  •  Support travel and hotel reservations for guests participating in Penn Law events and in faculty ad hocs, committees, or presentations.  
• Staff registration and provide full troubleshooting support on the day of the event.
• Assist in event close-outs post-event.
  • Assist in managing reimbursements to guests and faculty members.

Faculty Lounge Support

• Set up and clean up daily breakfast and frequent Faculty lunches.
• Manage the ordering of and the replenishment of stock in the Faculty Lounge (coffee, tea, soft-drinks, milks, etc.).

Equipment Maintenance and Storage

• Order supplies for Conferences and Events.
• Manage equipment, ensure secure storage.
• Assist in ordering and secure maintenance of Penn Carey Law branded stock.

Special Projects

• Complete a host of special project requests from the Director of Conferences and Events and other team members.

Other Duties as Assigned 

Qualifications

Work Cooperatively in a Team E