Operations and Event Coordinator, Wharton Dean's
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
Operations and Event Coordinator, Wharton Dean's Office
Job Profile Title
Job Description Summary
Wharton School Overview
Founded in 1881 as the world's first collegiate business school,
the Wharton School of the University of Pennsylvania is shaping the
future of business by incubating ideas, driving insights, and
creating leaders who change the world. With campuses in both
Philadelphia and San Francisco, Wharton has over 850 staff, a
faculty population of more than 235 renowned professors, and 5,000
undergraduate, MBA, executive MBA, and doctoral students. Each year
13,000 professionals from around the world advance their careers
through Wharton Executive Education's individual,
company-customized, and online programs. More than 104,000 Wharton
alumni form a powerful global network of leaders who transform
business every day. Wharton is home to a diverse population of
staff, representing a rich array of backgrounds, expertise, and
cultures. To learn more, visit www.wharton.upenn.edu.
The Operations and Events Coordinator serves as the initial point
of contact for visitors in the Dean's Suite, providing exceptional
administrative, logistical, and financial support to ensure the
smooth functioning of the office. They are responsible for
maintaining a professional environment, managing inventory,
assisting with financial tasks, coordinating events, and providing
support to various departments within the Dean's Suite and
Administrative Support to Dean's Suite/Office:
- Act as the primary point of contact for visitors, providing
courteous assistance in person, on the phone, and online.
- Ensure the professional appearance of the office space,
regularly manage inventory, order office supplies, and coordinate
house cleaning efforts.
- Handle incoming mail for the suite, including sorting, logging,
scanning, and organizing mail.
- Perform routine tasks such as data entry, photocopying, and
Financial Coordinator Support:
Events, Scheduling & Logistical Support:
- Serve as a backup to the financial coordinator, preparing
purchase orders and using Penn Marketplace.
- Manage inventory and office equipment, including printer/copier
- Process travel expense reports through Concur for various
parties within the Dean's Office and related departments.
Coalition for Equity and Opportunity (CEO) & Chief Diversity
Office (CDO) Support:
- Coordinate meeting arrangements in multiple conference rooms
and handle room reservations within the Dean's Suite and related
- Provide logistical support for events, including staffing,
generating reports, printing materials, managing catering orders,
and facilitating registrations and check-ins for major school-wide
- Assist in organizing one-time events or office meetings for the
Dean's suite staff.
Executive Assistant Support:
- Assist with administrative duties for conferences and events
within these two offices
- Manage catering orders and support logistics for events.
- Manage calendar, meetings and travel arrangements.
- Submit travel expense reports in Concur for all leaders in CEO
- Serve as the backup support to the Dean's Executive Assistant
when the Dean's Executive Assistant is out of the office.
- This includes fielding calls coming into the Executive
Assistant's line, responding to emails that the Executive Assistant
would handle, and managing the dean's schedule/ daily updates,
including scheduling meetings, conference room bookings, logistical
event support, and providing the dean with daily updates related to
The standard weekly schedule for this position is 35 hours per
week; however, the employee may be required to work evening or
weekend hours when supporting a major event.
- A high school degree or diploma and 5-7 years of experience
supporting deans or C-Suite executives are required. A bachelor's
degree is strongly preferred.
- Proven experience in administrative support roles, including
successful management of calendars, travel arrangements, and
administrative office duties.
- Strong organizational, communication, and prioritizing
- Proficiency in office software (Microsoft Office Suite) and
familiarity with travel and expense management tools like
- Strong attention to detail, accuracy, and quality.
- Ability to work independently and as part of a team.
- Ability to work under pressure and meet deadlines.
- Excellent verbal and written communication skills.
- A positive attitude and a willingness to learn.
This role demands a proactive, organized individual capable of
handling multiple responsibilities with professionalism and
efficiency while ensuring smooth operations within the Dean's Suite
and related offices.
Job Location - City, State
Department / School
$20.45 - $33.10 Hourly 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, 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
Background check required after a conditional job offer is made.
Consideration of the background check will be tailored to the
requirements of the job.
- 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
- 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
- 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
- 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
To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/SteinbergDietrich-Hall/Operations-and-Event-Coordinator--Wharton-Dean-s-Office_JR00083003