University Engagement Coordinator, Hospitality Services - Residential Services

University Engagement Coordinator, Hospitality Services - Residential Services

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.

COVID-19 vaccination or a University authorized exemption is a requirement for all positions at the University of Pennsylvania. For more information about Penn's vaccine requirements, visit the Penn COVID-19 Response website for the latest information.

Posted Job Title
University Engagement Coordinator, Hospitality Services - Residential Services

Job Profile Title
Coordinator B

Job Description Summary
Residential & Hospitality Services is one of eighteen departments reporting to the Division of Business Services. Consistent with the Business Services mission, our underlying philosophy is to provide our clients with high quality services in a fiscally responsible manner. Residential & Hospitality Services is a group of dedicated, innovative, and student-centered staff that oversee the on-campus living and dining, as well as conferences, programs and events hosted at Penn. The team works closely with other partners to provide students and guests with services that support living and learning at the University of Pennsylvania.

Conference & Hospitality Services provides professional expertise for conference, programs, and events hosted at Penn. By showcasing the impressive array of facilities and resources the University has to offer, we strive to make Penn a destination of choice for meeting and event planners. The department is also responsible for the oversight of residential operations, facilities, and support services to the many academic programs, sports camps, meetings and conferences happening on campus during the summer at Penn.

Job Description

The University Engagement Coordinator, with Penn Hospitality Services is responsible for developing and managing the on-campus partner relationships to facilitate the needs of our customers. This position support various Hospitality Services (HS) managed programs (i.e., Take Your Professor to Lunch) and daily operations. The Engagement Coordinator will also serve as the main point of contact for the University Club. The position reports to the Associate Director of Operations, HS and works closely with the General Manager, Finance, program teams, and the broader HS organization in achieving the department's financial goals and product and service excellence.

Duties

Operations/Communications/Customer Service:

• Promptly and appropriately respond to all client and faculty requests
• Work with program managers and program directors during the planning process
• Coordinator will complete tasks in accordance with standard operating procedures to ensure a seamless, high quality program delivery
• Oversight of HS/dining quality assurance
• Conduct Vending machine audits throughout campus
• Hiring and oversight of student staff who will be secret shoppers/ambassadors and Summer Conferences
• Provide support with achieving sustainability goals for HS and Penn Dining
• Partner with food services contractor and staff to ensure proper separation of recycling and composting
• Provide training sessions to staff
• Liaison with Residential & Hospitality Services (RHS) organization and Division of Business Services (BSD) Communications teams regarding web updates, social media, and print collateral
• Use in persona and social media to communicate to our campus customers
• Support Meal plan Manager in communications to students and parents
• Attend various fairs and events on campus that are focused on the student population
• During the summer act as manager on duty
• Back up staff to Conference communications/media team
• Provide conference event support
• work may include but not be limited to, weekends and evening hours. Functions may include responsibilities that are not part of normal desk functions.

Systems/Web Management/Reporting:

• Collect data and report out Key Performance Indicators (KPI's)
• Provide as needed reports and analysis of recommendations for changes to include all retail and All you Care to Eat (AYCE) cafes
• Serve as expert on software systems used to collect data
• Provide backup support for Blackboard - software used to manage dining plans, SALTO software used to provide building access and Ccure software for event management.
• In conjunction with RHS IT team ensure that all technology systems support the operational needs of Campus Dining
• Work closely with Director of Residential, Director of Retail & Catering, and the Director of University Services IT, to identify and propose innovative ideas related to technological solutions, upgrades, or changes
• Evaluate alternatives, develop proposals, and plan for the change
• Manage and oversee informational input of all Dining employees' access into SALTO and Ccure
• Coordinate technology needs for Penn Dining operations such as hardware and data supply
• Create customized web registration interfaces for clients and manage corresponding financial/participant data and web registration reporting
• Maintain accuracy of information in all required systems

Program and Project Implementation/Management:

• Implement Provost specific programs, (i.e. Take Your Professor to Lunch)
• Faculty concierge at Penn Club, Quaker Kitchen, and generally be the RHS representative
• Interact and partner with the larger Penn community, CHAS, cultural centers, and student groups on campus in assessing needs, implementation, and managing of various programs.
• May spearhead additional HS projects in areas including customer service, telemarketing, client acquisition, etc.

University Club:

• Membership and value-added services development related to benefits of being a University Club member
• Ensure quality assurance of Club offerings
• Serve as main contact for University Club
• Work closely with partners on campus and University Club Board to ensure customer satisfaction
• Support the club, communicate with faculty, staff and graduate student community to promote use
• Collect and process member applications/dues/renewals and payment/collections
• Work with BSD in establishing and managing annual budget of Club
• Organize board meetings

Qualifications

• Bachelor's Degree (Marketing, Business-related field or academic administration preferred) with 3-5 years of related experience (with preference given to those who have worked in an academic setting), or equivalent combination of education and experience is required
• Proven ability to work with the highest level of professionalism, in an independent, and self-directed manner
• Demonstrated ability to provide excellent customer service
• Demonstrated evidence of the following core competencies: building & managing relationships; clear communications, managing conflict, working collaboratively; planning & organizing; managing resources, including project management; analytical and systems thinking, including using technology to problem solve; accountability, intellectual curiosity, resilience and adaptability.
• Demonstrated ability to handle contacts with high level individuals with a high degree of tact and discretion.

The Department of Residential and Hospitality Services provides essential 24/7 services for the University of Pennsylvania. Thus, as a member of this dynamic organization, you will be expected to work outside of your regular shift i.e. weekends during peak activity periods May through August (e.g.: Summer Conferences, Summer Camp Season & Move-in) or when normal campus operations are suspended (e.g.: inclement weather). To the extent possible, managers will provide timely notice of modified work schedules

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Residential and Hospitality Services

Pay Range
$43,919.00 - $66,183.00
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.
  

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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/Sansom-West/University-Engagement-Coordinator--Hospitality-Services---Residential-Services_JR00071092



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