ASSISTANT DIRECTOR OF INSTITUTIONAL EVENTS
Duties: Reporting to the Senior Director, Special Initiatives and Digital Media, the Assistant Director works with the Events Team to manage events and to provide administrative support associated with events. The Assistant Director monitors event budgets; develops goals and objectives for events, and helps establish the program for events. The position oversees logistical arrangements including facility and menu negotiations, managing event follow up, and making recommendations for improvements from post event evaluations. Critical to the success of the incumbent is an ability to effectively manage the collection, assimilation, and presentation of event data.
The position maintains a close working relationship with Penn Medicine constituents, faculty, staff, and on and off campus vendors.
The Assistant Director also serves as the institutional resource for event information and provides coaching and guidance to Penn Medicine staff who are engaged in event planning activities.
Plan and execute institutional and departmental events for Penn Medicine with a focus on events for owned entities.
Plan and execute cultivation and stewardship events in support of Penn Medicine goals and objectives.
Coordinate events across the Health System to ensure that the image and standards of the Dean and CEO are maintained.
Support events at Pennsylvania Hospital
Develop and maintain detailed guidelines and protocol for appropriately managing events.
Maintain accurate records of events, including purpose of event, vendors, guest lists, etc.
Manage issues related to senior leadership (Dean, President of the University, CEO of UPHS, etc.) attendance at events.
Work with fundraising staff to integrate existing development services into the event process. This may include help with identifying guests for an event and follow up with prospects/donors after an event.
Develop and implement policies and procedures needed to support the efficient use of institutional event resources.
Assist with RSVP process, data management, and mailing list creation.
Qualifications: Bachelor's degree required. 2 - 5 years of experience in alumni relations, special events, or development. A proven track record in planning and managing special events from conceptualization to production. Experience in dealing successfully with high profile individuals including business or institutional executives. Excellent interpersonal communication skills, strong organizational skills, and an ability to manage multiple tasks and projects under deadline.
Ability to lift up to 50 pounds. Travel, evening/weekend work and valid driver's license required.
Reference Number: 90-26460
Salary Grade: 026
Employment Type: Exempt
Org: Penn Medicine Development
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.
Job Family: B-Executive/Managerial Administration