Manager of Scheduling & Event Services, Facilities - Penn Law

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Manager of Scheduling & Event Services, Facilities - Penn Law


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.

Posted Job Title
Manager of Scheduling & Event Services, Facilities - Penn Law

Job Profile Title
Manager B

Job Description Summary
The University of Pennsylvania Carey Law School is one of the nation's oldest and most distinguished law schools. At its West Philadelphia campus, the Law School serves more than 900 students and is home to approximately 70 full-time faculty, dozens of visiting and adjunct faculty, and 150 staff members.

The campus is comprised of four adjoining buildings surrounding a Courtyard. The historic Cope & Stewardson building, Silverman Hall, opened in 1904; Gittis Hall in the 1960s; Tanenbaum Hall, housing the Biddle Law Library alongside classrooms, student offices and departments, opened in 1994; and Golkin Hall, on Sansom Street, dedicated in 2012. The physical plant is well-utilized not only for classes but also for speaker series, lectures, and conferences. These events part and parcel of the Law School's academic excellence.

Reporting to the Director of Facilities, the Manager of Scheduling & Event Services contributes daily to the efficient running of the law school operations and ensures that the many events hosted by the school are well-supported. The Manager handles all non-course-related scheduling and arranges the necessary support services to ensure successful events. The Manager serves as the liaison between outside event clients and Law School departments, as well as contracted vendors.

Job Description


Room Reservation Systems

Manage the Penn Law room reservation system for non-course-related scheduling; work closely with the Registrar's Office to coordinate requests and best support the educational program.

Represent Facilities on all best practices efforts for room reservation systems; participate in technology and other systems decisions on room reservations, calendaring, etc.

Event Planning and Implementation

Develop and implement system to ensure full facilities support for Law School events. Communicate with event sponsors (including external and internal parties) about availability, room set up, catering, etc. Represent Facilities on all pre-event meetings and walk-throughs.

Organize staffing for all events and ensure sufficient coverage (including housekeeping and security). Perform/schedule checks with staff during events to ensure that facilities issues such as heating, a/c, lighting, fire safety and egress are satisfactory.

Serve as Penn Law representative during all major events, including some evening and weekend events.

Room Preparation and Break Down

Ensure set up of rooms in advance of events (with help, as needed, from FRES, the Facilities Team, and/or other Penn Law staff).

Check events spaces after events for housekeeping and maintenance issues and ensure that all furniture and equipment is safely and properly stored.

Management of External Events

Devise and implement systems for dealing with requests for Penn Law space from external parties from the University as well as from non-profit and for-profit entities. With the Director of Facilities, set policies and fee schedules for such room use.

Develop on-line communication systems with requesters.

When space is leased, manage all aspects of collaboration with the external parties, including room set up, catering questions, scheduling of housekeepers and security, etc.

Ensure invoicing of all parties who lease Penn Law space. Report on revenue as requested.


Evaluate requests for new equipment throughout the facility.

Exercise resource stewardship with regard to proper and safe handling and storage of furniture and equipment.

Miscellaneous Responsibilities

Take a lead role in major school events, such as Graduation. Participate in Mission Continuity and other planning exercises as requested by the Director.

Consider and, after consultation with the Director of Facilities, implement enhancements to the processes described above.

Assist in all other Facilities matters as requested.

Other related duties as required.

Finally, Work Cooperatively in a Team Environment

Collaboration with Colleagues

Collaborate with the Law School's Conferences and Events and Student Affairs Departments. Work closely with the Assistant Director of Facilities on staffing, preparation of spaces, and physical plant issues to ensure successful events.

Approach work in a cooperative and service-oriented manner. Share equipment and responsibilities in a sensitive and supportive manner. Understand and support the overall mission of the Law School.


BA/BS required, or equivalent combination of education and experience. Three to five years experience in facilities, events management, or similar field, with experience in a higher-education environment preferred. Ability to work in a computerized environment and experience utilizing scheduling/event management software is preferred. The successful candidate will demonstrate strong problem-solving and organizational skills as well as excellent verbal and written communication skills. The strong candidate will have a track record of reliability and service, and will demonstrate flexibility, a strong work ethic, and a team-orientation and ability to work in a highly collaborative environment. Must have excellent time management skills and a keen attention to detail. Ability to multitask and think clearly in a fast-paced environment as well as maturity and discretion regarding communication is required.

This position is considered essential. The usual schedule is Monday-Friday, 8 a.m.-5 p.m. The position will require coordination of paid time off (PTO) around academic calendar and event milestones and will occasionally require evening and weekend work. This position will work fully on-site; there is no remote work option for the position.

A cover letter is required with application.

To apply:

Those interested should apply via the University's on-line job service, at

The University of Pennsylvania and its Law School are equal opportunity employers.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Law School

Pay Range
$42,953.00 - $77,315.00

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:

To apply, visit

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