Project Coordinator, Vice Provost for the Arts at The University of Pennsylvania in College Hall

Job description

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 Project Coordinator, Vice Provost for the Arts Job Profile Title Coordinator A Job Description Summary This full-time position will manage all aspects of routine to complex projects for the Vice Provost for the Arts (VPA) organization, collaborate with key internal and external stakeholders, and manage vital administrative functions, ensuring the effective and efficient operation of the department. They will serve as a key liaison collaborating across departments and with external partners, ensuring efficient and effective operation of VPA’s initiatives, managing vital administrative functions, and serving as the project manager for all programmatic activities. This position offers the opportunity to contribute to a dynamic team shaping the arts and enhancing its impact within the University of Pennsylvania, the Philadelphia community, and more broadly in the field nationally and internationally. The ideal candidate for this position will have strong communication and organizational skills, work well in a team environment, and will have the management acumen and keen eye for detail required for the oversight of key projects and departmental administration. Job Description Job Responsibilities Serve as project coordinator for VPA programs and events, from early-stage planning to on-site implementation. Independently manage timelines and stakeholder communications to ensure successful delivery. Coordinate and oversee administrative operations for VPA, including scheduling, travel arrangements, contracting, invoicing, and partnership documentation. Exercise independent judgment in managing competing priorities and ensuring compliance with University policies and procedures. Coordinate logistics, maintain event supplies inventory, supervise contract event staff, and track budgets, benchmarks, and deliverables. Anticipate operational needs, identify risks, and present solutions to the unit to ensure office efficiency. Manage VPA website, social media, and design assets. Establish priorities for updates and improvements, and make recommendations that strengthen engagement and visibility. Support communications with internal and external stakeholders and manage the VPA office email account. Independently respond to queries from students, faculty, staff, and community partners, determining appropriate course of action and ensuring timely resolution of issues. Organize and analyze documentation, reports, and program data to inform institutional planning, support strategic decision-making, and evaluate program impact and effectiveness. Maintain workfl