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Events Technology and Scheduling Coordinator

University of Pennsylvania

Details

Posted:

May 29, 2025

Location:

Philadelphia, Pennsylvania

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Events Technology and Scheduling Coordinator

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
Events Technology and Scheduling Coordinator

Job Profile Title
Administrative Coordinator

Job Description Summary
Under the direction of the Assistant Director, the Event Technology and Scheduling Coordinator facilitates the effectiveness of
reservation systems for ULSE space and manages the day-to-day utilization of the event planning and reservation software system -
including accuracy of data entry to support events, tracking equipment and billing processes, assessment, and reporting. Duties
include working closely with the Assistant Director to develop programming/training (and other curated content relevant to the
systems) as needed.
The Event Technology and Scheduling Coordinator also has limited responsibility for scheduling and planning for events, activities,
and programs held in Perelman Quadrangle, University Life venues, and central pool classrooms. This includes, but is not limited to,
advising clients regarding the vision for their event, the space and equipment requirements, matching available space to
requirements, and assisting with the coordination of support services, such as custodial, media, security, etc. This position is required
to work a flexible rotating schedule to provide on-site support and oversight to assigned events including some nights and weekends.
As a member of the University Life scheduling and events team, the ET & S Coordinator will respond to inquiries and provide
scheduling support during traditional and non-traditional hours.

Job Description

Job Responsibilities

Responsible for the day-to-day management of the event reservation software - the Events Technology Coordinator will be the on-team technology systems expert to assist internal users with its functionality and capability. Manages and maintains the event reservation portals/systems and the digital communication channels between the back-end reservation software and the client-facing reservation application. Under the direction of the Assistant Director, aids in the optimization of the ability of the reservation software to meet the unique needs of our policies and campus priorities (includes accuracy of data entry to support events, tracking equipment and billing processes, assessment, and reporting).
Manages the ULSE website and maintains the partnership between ULSE and UL Tech Services towards ensuring that our client-facing resources (website pages, reservation portal) are aligned to provide accurate and updated educational materials, timelines, protocols, and guidelines. Supports the Assistant Director to continuously update the client-facing reservation application based on changes needed from the team and leadership, creating meeting timelines, system cleanup, and completing process audits. Responsible for organizing and publishing current event protocols, guidelines, and educational resources.
Aids in the recruitment, training, scheduling, and evaluation of student and part-time event assistant staff. Under the supervision of the Assistant Director of Events, is responsible for managing incoming space requests through the scheduling systems (KX, LibCal, and Momentous) for University Life space and non-registrar-managed events and activities within the CPC's.
Manages and assists in the creation and maintenance of sub-application systems (exception-based events, application portals for outside spaces, priority applications). Maintains a collaboration with the Operations and Finance teams to ensure internal software and client-facing resources accurately reflect our up-to-date inventory of facilities, equipment, and costs. Works with Finance team members to pull system reports and present data & trends from events.
Has limited responsibility for scheduling and planning for events, activities, and programs held in Perelman Quadrangle, University Life venues, and central pool classrooms. As a member of the University Life scheduling and events team, the Event Technology and Scheduling Coordinator will respond to inquiries and provide scheduling support during traditional and non-traditional hours.

Qualifications

Bachelor's Degree preferred.
1-2 years of experience in facilities event planning or related areas
Working knowledge of Windows 10 as well as Microsoft Office suite of computer products preferred.
Knowledge of Event Reservation systems such (Momentous, 25 Live, EMS)
Must pay strict attention to detail.
Background check required.

Application Requirement

A Cover Letter and Resume/CV are required to be considered for this position. Please upload your Cover Letter where it asks you to upload your Resume/CV; multiple documents are allowed.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Student Activities

Pay Range
$21.15 - $27.41 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, 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 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

Equal Employment 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.
To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Houston-Hall/Events-Technology-and-Scheduling-Coordinator_JR00106176

Internal Number: 6258731

About University of Pennsylvania

Penn has a long and proud tradition of intellectual rigor and pursuit of innovative knowledge, begun by Benjamin Franklin in 1740. That tradition lives today through the creativity, entrepreneurship, and engagement of our faculty, students, and staff. Academic life at Penn is unparalleled, with an undergraduate student body of 10,000 from every U.S. state and around the world. The entering class of 2015 is the most talented and diverse in Penn's history. Consistently ranked among the top 10 universities in the country, Penn welcomes an additional 10,000 students to our top-ranked graduate and professional schools.

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Events Technology and Scheduling Coordinator

University of Pennsylvania

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