Program Manager, Conferences and Events

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

Program Manager, Conferences and Events

Job Profile Title

Coordinator, Program

Job Description Summary

The University of Pennsylvania Carey Law School is one of the nation’s oldest and most distinguished law schools. The School offers a distinctive cross-disciplinary legal education, drawing on the depth and breadth of the University of Pennsylvania. The resulting intellectual opportunities and professional relationships bridge traditional boundaries and disciplines, making the Law School an extraordinarily supportive academic community for its scholars and students alike.

The University of Pennsylvania Carey Law School staff play a critical role in providing a world-class educational environment, supporting faculty, students, alumni, and fellow staff members in a collaborative and ambitious environment.

Reporting to the Executive Director of Conferences and Events, the Program Manager is an integral collaborator on important faculty conferences, colloquia, symposia, meetings, and events, with ultimate responsibility for day-of program success and all follow up. The Program Manager works closely with faculty and Center and Institute Directors, as well as with IT colleagues, Facilities, Communications, and others to ensure that all Penn Carey Law Conferences and Events are delivered with high-quality service levels to ensure an outstanding participant learning experience.

The Program Manager maintains ownership of a portfolio of the Law School’s most intricate and demanding programs. This is a full-time position, hybrid eligible, with responsibility for some weekend and evening work as required by the vibrant and full events calendar. Duties include:

Job Description

Strategic Work

• Create and manage communication channels to faculty and other program sponsors; participate in and contribute to all pre-event planning.
• Pre, during, and post-event, serve as direct point of contact for high-level speakers, presenters, and guests at assigned events.
• Ensure institutional branding and reputational goals are included in all event planning.
• Stay abreast of all technical opportunities for event hosting, including mastering software for event management as well as orchestration of excellent hybrid and remote events.

Pre-Event Responsibilities

• Working with Facilities and others, ensure conflict-free scheduling as possible as well as appropriate space assignments and accommodations for program participants.
• Develop and oversee the production of program materials, including website, marketing/invitations, and day-of event materials.
• Organize catering, travel plans, and hotel reservations.
• Manage RSVP lists.
• Anticipate and respond to a host of planning issues with flexibility and professionalism.

Event Implementation Responsibilities

• Ensure staffing of registration tables and troubleshoot on day of the event.
• Work with IT and AV staff to ensure all technology needs are properly supported.
• Monitor sessions to ensure that program lead and all participants are satisfied.
• With flexibility, respond to and monitor logistical, content and service requests made by program leads and any participants.

Post-Event Management 

• Monitor and track program financial details to ensure expenses are accounted for accurately.
• Participate in post-event critique and offer suggestions.
• Monitor measurements of quality for all facets of the delivery process for programs (i.e. participant program evaluations and faculty feedback, facility and dining service comments).
• Support follow up efforts as determined by program directors.

Faculty Events Responsibilities

• Support the Conferences and Events team by participating in and supporting events outside the assigned portfolio; assist on day-of events (e.g., set-ups, staff registration table, meet caterer, etc.).
• In support of faculty and staff community building, organize a host of activities and events including annual celebrations.
• In support of faculty collaboration, order, set up, and clean up food service for a variety of faculty weekly meetings as well as committees, receptions, and luncheons.
• Make meal, hotel, and travel arrangements for guests speaking at various in-school faculty seminars upon request.
• Support planning and execution of Faculty Meetings and an annual Faculty Retreat

Other duties as assigned

Qualifications:

Bachelors preferred; 2 to 3 years of experience or equivalent combination of education and experience is required. A portfolio of successful events, designed and implemented, is required. Ability to work well with others in a service-oriented environment; positive attitude and interest in getting the work of the team done are essential. Must be able to demonstrate ability to prioritize and complete multiple tasks; excellent attention to detail; flexibility. Excellent tech skills, including Cvent, web management, Office 365 suite, and other event planning platforms. Must be able to work under pressure with time constraints; occasional need for evening and/or weekend staffing of faculty events. We seek candidates who have established track records as collaborators in the workplace. Commitment to the University of Pennsylvania Carey Law School collaboration work environment and to the Staff Ideals is required.

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

Job Location – City, State

Department / School

Law School

Pay Range

Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.

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 

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