ASSISTANT DIRECTOR OF INSTITUTIONAL EVENTS
University of Pennsylvania

Job Info

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Duties: Penn Medicine is one of the world's leading academic medical centers, dedicated to the related missions of medical education, biomedical research, and excellence in patient care. Penn Medicine consists of the Raymond and Ruth Perelman School of Medicine at the University of Pennsylvania (founded in 1765 as the nation's first medical school) and the University of Pennsylvania Health System, which together form a $6.7 billion enterprise.

The Perelman School of Medicine has been ranked among the top five medical schools in the United States for the past 20 years, according to U.S. News & World Report's survey of research oriented medical schools. The School is consistently among the nation's top recipients of funding from the National Institutes of Health, with $392 million awarded in the 2016 fiscal year.

The University of Pennsylvania Health System's patient care facilities include: The Hospital of the University of Pennsylvania and Penn Presbyterian Medical Center which are recognized as one of the nation's top Honor Roll hospitals by U.S. News & World Report Chester County Hospital; Lancaster General Health; Penn Wissahickon Hospice; and Pennsylvania Hospital, the nation's first hospital, founded in 1751. Additional affiliated inpatient care facilities and services throughout the Philadelphia region include Good Shepherd Penn Partners, a partnership between Good Shepherd Rehabilitation Network and Penn Medicine.

Penn Medicine is committed to improving lives and health through a variety of community-based programs and activities. In fiscal year 2016, Penn Medicine provided $393 million to benefit our community.


This position will create, plan, organize, and manage events that support the goals and objectives of Penn Medicine Development and Alumni Relations.

The Assistant Director works with the Events Team to manage events and to provide administrative support associated with events. The Associate Director monitors event budgets; develops goals and objectives for events, and helps establish the program for events. The position oversees logistical arrangements including facility and menu negotiations, managing event follow up, and making recommendations for improvements from post event evaluations. Critical to the success of the incumbent is an ability to effectively manage the collection, assimilation, and presentation of event data.

The position maintains a close working relationship with Penn Medicine constituents, faculty, staff, and on and off campus vendors.

The Assistant Director also serves as the institutional resource for event information and provides coaching and guidance to Penn Medicine staff who are engaged in event planning activities.

The Assistant Director will work with the Digital Media team to create, review, and schedule all e-mail communications sent from all departments in Penn Medicine Development and Alumni Relations, including the Abramson Cancer Center, Perelman School of Medicine, Basser Center for BRCA, Planned Giving, Gift Acknowledgements, and Institutional Events.

The position will contribute to Penn Medicine's ongoing social media strategy by creating original graphic and written content for social platforms including IModules, Facebook, Twitter, Instagram, Snapchat, and other emerging platforms. Will work with the Associate Director of Digital media, as well as the Marketing team, to assist in PMDAR's digital media needs as necessary.



Specific Responsibilities

1. Plans and executes institutional and departmental events for Penn Medicine with a focus on events for owned entities.
2. Plans and executes cultivation and stewardship events in support of Penn Medicine goals and objectives.
3. Coordinates events across the Health System to ensure that the image and standards of the Dean and CEO are maintained.
4. Develops and maintains detailed guidelines and protocol for appropriately managing events.
5. Maintains accurate records of events, including purpose of event, vendors, guest lists, etc.
6. Manages issues related to senior leadership (Dean, President of the University, CEO of UPHS, etc.) attendance at events.
7. Works with fundraising staff to integrate existing development services into the event process. This may include help with identifying guests for an event and follow up with prospects/donors after an event.
8. Develops and implements policies and procedures needed to support the efficient use of institutional event resources.
9. Assist with RSVP process, data management, and mailing list creation.
10. Builds, reviews, and schedules PMDAR email invitations and campaigns.
11. Creates original graphic and written content for social platforms including IModules, Facebook, Twitter, Instagram, Snapchat, and other emerging platforms.

Qualifications: 1. Bachelor's degree required.
2. 1-3 years of experience in alumni relations, special events, or development. 3-5 years of experience preferred.
3. A proven track record in planning and managing special events from conceptualization to production.
4. Experience in health system related events
5. Experience in dealing successfully with high profile individuals including business or institutional executives.
6. Excellent interpersonal communication skills, strong organizational skills, and an ability to manage multiple tasks and projects under deadline.
7. Ability to lift up to 50 pounds.
8. Travel, evening/weekend work and valid driver's license required.

Reference Number: 90-30798

Salary Grade: 026

Employment Type: Non-Exempt

Org: Penn Medicine Development

Special Requirements:

Job Family: X-Secretarial/Administrative

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