Special Events and Meeting Coordinator, Penn Museum

Special Events and Meeting Coordinator, Penn Museum

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.

COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn's vaccine requirements and the use of Penn Open Pass, visit the Penn COVID-19 Response website for the latest information.

Posted Job Title
Special Events and Meeting Coordinator, Penn Museum

Job Profile Title
Administrative Coordinator

Job Description Summary
At the Penn Museum, we are passionate about transforming understanding of the human experience. Home to over a million extraordinary artifacts and archaeological finds from Africa, Asia, the Americas, and the Mediterranean, the Penn Museum has been uncovering our shared humanity across continents and millennia since 1887. In bridging archaeology, the study of objects made by humans, with anthropology, the science of humanity, we chart a course for finding one's own place in the arc of human history.

Reporting to the Associate Director, Membership, Annual Fund, and Special Events, the Meetings and Special Events Coordinator will play a critical role in advancing the Penn Museum's relationship with key donors and members through their enjoyment of unique and impeccably executed special events. The Special Events and Meeting Coordinator will manage our bi-annual gala, membership events for all levels, cultivation events, leadership meetings, alumni programming, partnership events and support other special museum-wide events like exhibition openings and press previews. The coordinator will be responsible for all parts of the event life cycle, including overall planning and timelines, communication, guest management, facilitating program content, day of execution, and financial and document record keeping. They will work closely with the Associate Director to help strategize member exclusive programming and also work closely with other Museum departments on how to bring a Membership presence to public events and programming. This coordinator will promote, implement and improve upon protocols and project management templates for the Development and Membership Team and help bring organization and consistency to the projects we collaborate on most. To accomplish all this, the person will use and master the following tools to help support their work: a CRM, resource management, and ticketing/registration platform like Altru/Salesforce, an email marketing system like MailChimp/Salesforce marketing cloud, virtual event platforms like Zoom and BlueJeans, a project management system like Basecamp, and PennBox a cloud based document management system.

Note: The Penn Museum is in the process of transitioning from Altru and Mailchimp to Salesforce and Marketing Cloud. This transition will significantly affect this role. It is an opportunity to establish best practices on how to use these tools effectively for event planning, execution, and management.

Job Description

- Manage and execute the following types of events (combination of in person and virtual): Penn Museum Membership Events, Bi-Annual Gala, cultivation events, leadership volunteer meetings including the Board of Advisors and the Director's Council, Alumni Programming, events with partner organizations

- Manage all parts of the event life cycle for the above listed events and programs
  • Overall Planning - Create organized and consistent event specification guides for each event
  • Communication and Marketing - Plan communication and promotion timelines around events and execute them with the support of Marketing and Communications team
  • Guest Management - pull guest lists, track registrations, and attendance
  • Program Content - Facilitate the development of content needs at various events with development team
  • Day of Execution - Determine and train development staff and other volunteers on various event roles needed to support the execution of an event. Work with catering and other vendors to set expectations and ensure a smooth flow
  • Managing costs - Track and record costs for events for reporting purposes
  • Record Keeping

- Promote a Membership presence at other public programs and events at the Museum by collaborating with other departments including Public Programs, Group Sales, and Academic Engagement

- Set and improve protocols staff person to determine consistent protocol for events involving Museum leadership.

- Become familiar and skilled at using the following tools (or others similar) to support our events
  • Altru, Salesforce, Veevart - a CRM, space/resource management system, and registration management system to determine guest lists, track guest engagement, reserve spaces, plan set up, and coordinate setup
  • Mailchimp, Marketing cloud - a email marketing platform to promote events and communication with guests
  • Zoom (meetings, events), Bluejeans (meetings, events) - virtual platform to create a professional live virtual event experience for guests
  • Basecamp - a project management system to create, and manage timelines and collaboration across various people/departments
  • PennBox - use cloud based document management system to organize documents, proposals, notes, etc. for each event for reference

​- Perform additional duties as assigned

**Please provide a resume and cover letter in order to be considered for this role. Please upload all documents in the "Resume/CV" section of the application prior to submitting.**

H.S. Diploma and 5-7 years of related experience or equivalent combination of education and experience required. Experience within a College or University setting desirable.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
University Museum

Pay Range
$20.00 - $30.67

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: https://www.hr.upenn.edu/PennHR/benefits-pay

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Museum-ArcheologyAnthropology/Special-Events-and-Meeting-Coordinator_JR00046374-1 jeid-01a1ca83d1ee4445ac9d9ff643093a6b