Senior Scheduling and Event Operations Manager

Senior Scheduling and Event Operations Manager

The Senior Scheduling and Event Operations Manager oversees the school-wide space reservation system and serves as the primary point of contact for event scheduling across Penn Engineering. This includes ensuring space is available for high-profile events, managing space requests and end-user communication, consulting on space alternatives, and coordinating the event support services (security, housekeeping, and vendor logistics) needed to execute events successfully.

This position requires flexible working hours, including nights and weekends, to support the School's full event calendar.

Job Responsibilities

• Serve as the first point of contact for all space reservation requests by email, phone, or via the space scheduling system. Manage the school-wide space reservation system. Executes strategic scheduling, allocation, and complex scheduling of event space considering defined School priorities. Coordinates bi-annual planning meetings with internal departments and centers to align goals with available event space.
• Provides event planning direction and oversight to the Penn Engineering community. Meets with clients throughout their planning to consult on space needs and alternatives, define expectations and requirements, develop and review floor plans, conduct pre-event meetings and walkthroughs, and finalize event logistics and support services needed.
• Coordinates event support services, including but not limited to security and housekeeping; works with external vendors to secure event rentals and other needed materials.
• Provides day-to-day direction and light supervision to a part-time/temporary Operations Coordinator, including assigning tasks, setting priorities, and reviewing work to ensure consistency with School standards.
• Analyzes event successes and challenges and adjusts planning and execution accordingly for future events. Creates and manages event record systems. Participates in creating and maintaining SOPs for the team's internal operations.
• Performs related duties as assigned.

Qualifications

• Bachelor of Science, Bachelor of Arts, and 2 to 3 years of experience or equivalent combination of education and experience is required.
• Experience in event management in a higher education or hospitality environment with a focus on event coordination and space scheduling strongly preferred.
• Proven ability to manage multiple tasks simultaneously while working with a diverse constituency. Demonstrated problem-solving and decision-making skills in an event coordination capacity where high-level customer satisfaction is required. Ability to smoothly negotiate unanticipated changes and needs in a timely fashion. Must have excellent organizational, interpersonal & communication skills. Superior dependability, judgment, and resourcefulness. Proficiency in Microsoft Office and Google Suite applications.
  
  Experience in utilizing multiple space scheduling software platforms. Project management experience is a must. Experience coordinating with vendors and support service providers (security, housekeeping, rentals) preferred. Proven experience managing events with over 500 attendees.
• Accreditation with a Professional Event Management Association is preferred. Comfort working in a large open office.
• This position requires flexible hours each week to meet customer demands, including nights & weekends. This position will share after hours on-call support.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

School of Engineering and Applied Science

Pay Range

$65,628.00 - $80,000.00 Annual Rate

Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, and in alignment with salary ranges based on external market data for the job's level. Internal organization and peer data at Penn are also considered.

Equal Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.

Special Requirements Background checks may be 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 r dependent…