Duties: The Wharton Operations Special Events Manager is responsible for the logistical coordination and oversite of all special events held within the Wharton Complex from a facilities management perspective. The Wharton Complex consists of just under 1 million square feet on the University of Pennsylvania campus and includes Colonial Penn Center, Lauder Institute, Jon M. Huntsman Hall, Steinberg Hall-Dietrich Hall, Vance Hall and two future facilities currently under construction. In addition, the Special Events Manager will assist with events and activities for Wharton Executive Education that occur on the main Wharton campus. Primary duties include the scheduling and confirmation of both large and small events for student clubs, academic conferences for Wharton faculty and peers, as well as conferences and special events for departments affiliated with the Wharton School and the University of Pennsylvania. All aspects of event coordination including meeting with clients to define expectations, determine appropriate floor plans and event setups for reception spaces and classrooms including as needed the coordination of housekeeping services; security services; technology and union trade labor. With limited supervision the Special Events Manager will handle all aspects of event coordination from request intake, confirmation of allocated space, creation of cost estimates, and day of logistical management through event close and invoicing of clients. Supervision of rental vendors and caterers and onsite management of events are required to ensure compliance with University and Wharton policies and procedures.
Qualifications: Bachelor's Degree and 3-5 years of event coordination experience; or equivalent combination of education and experience. Ability to work in a computerized environment utilizing multiple programs, experience with Ad Astra (Astra Schedule) is preferred. Must have strong verbal and written communication skills; exceptional organizational and time management skills and a keen attention to detail is required. Ability to multitask and think clearly in a fast paced environment as well as maturity and discretion regarding communication of event logistics. This position requires a flexible work schedule as some evening and weekend work is required. This position must coordinate paid time off (PTO) around academic and event calendar milestones.
Reference Number: 07-30332
Salary Grade: 026
Employment Type: Exempt
Org: Wharton Operations
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: A-General/Professional Administrative