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