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Operations and Event Coordinator, Wharton Dean's Office

University of Pennsylvania
Pennsylvania, United States
Salary Not specified
Start date
Dec 1, 2023

Operations and Event Coordinator, Wharton Dean's Office

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
Operations and Event Coordinator, Wharton Dean's Office

Job Profile Title
Executive Secretary

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

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 associated offices.

Job Description

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 maintaining records.

Financial Coordinator Support:

  • Serve as a backup to the financial coordinator, preparing purchase orders and using Penn Marketplace.
  • Manage inventory and office equipment, including printer/copier maintenance.
  • Process travel expense reports through Concur for various parties within the Dean's Office and related departments.

Events, Scheduling & Logistical Support:
  • Coordinate meeting arrangements in multiple conference rooms and handle room reservations within the Dean's Suite and related departments.
  • Provide logistical support for events, including staffing, generating reports, printing materials, managing catering orders, and facilitating registrations and check-ins for major school-wide events.
  • Assist in organizing one-time events or office meetings for the Dean's suite staff.

Coalition for Equity and Opportunity (CEO) & Chief Diversity Office (CDO) 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 and CDO.

Executive Assistant Support:
  • 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 her schedule.

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 skills.
  • Proficiency in office software (Microsoft Office Suite) and familiarity with travel and expense management tools like Concur.
  • 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
Philadelphia, Pennsylvania

Department / School
Wharton School

Pay Range
$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 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:

To apply, visit


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