Programs Manager, Institute for Contemporary Art

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

Programs Manager, Institute for Contemporary Art

Job Profile Title

Coordinator B

Job Description Summary

The Institute of Contemporary Art is seeking a Programs Manager. This full-time position will manage all aspects of routine to complex projects for the Public Engagement & Research Department, 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 the ICA’s public engagement & research 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 public engagement at one of the nation’s leading contemporary art institutions. The Public Engagement & Research Department designs and implements a multidisciplinary platform for public programs, interpretive initiatives, community partnerships, and academic engagement at the Institute of Contemporary Art (ICA). Through lectures, workshops, performances, community programs, and publications, the department advances ICA’s mission to be a launchpad for contemporary art and ideas. Its work deepens audience engagement, fosters research, and strengthens connections across ICA’s diverse publics. The position will also assist in the collection and analysis of data related to ICA’s in-person and virtual audiences. Together, these efforts expand ICA’s role as a civic resource, amplify its research mission, and enhance its impact within the University of Pennsylvania, the Philadelphia community, and more broadly in the field nationally and internationally.

The position reports to ICA’s Director of Public Engagement & Research and works with a team of two other full-time staff on ICA’s vital connections to the university, and communities in Philadelphia, regionally, 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 manager for ICA Department of Public Engagement & Research programs, from early-stage planning to on-site implementation.  
• Lead communications with artists, speakers, collaborators, and production vendors; coordinate logistics; maintain event supplies inventory, supervise contract event staff; and track budgets, benchmarks, and deliverables. Collaborate with Department of Communications and Content on promotion strategy and messaging for events—request website listings, social media posts, booking links, and design assets. 
• Coordinate closely with the Audio/Visual Manager, Senior Coordinator for Visitor Services, and other ICA departments to ensure seamless production of programs and events.  
• Support alignment of public engagement initiatives with exhibition, communications, and institutional goals. 
• Manage the administrative operations of the Public Engagement Department, including scheduling, correspondence, travel arrangements, contracting, invoicing, and partnership documentation.  
• Maintain efficient workflows and records that support the department’s strategic priorities. 
• Develop reports and documentation to inform institutional planning and measure program impact. 
• Assist in developing new systems and tools that strengthen departmental efficiency, accessibility, and sustainability.  
• Contribute ideas to improve audience experience and expand ICA’s reach and impact in the community and field. 
• Other duties and responsibilities as assigned.

Qualifications

• Bachelor's degree and 2 to 3 years of experience or equivalent combination of education and experience is required.
• Be a generous, thoughtful, and clear communicator.
• Be highly self-directed, organized, and proactive.
• Demonstrate strong project management skills with a keen eye for detail.
• Thrive in a collaborative, fast-paced, team-based environment.
• Possess strong writing, administrative, and time management skills.
• Be comfortable managing multiple priorities and deadlines.
• Have a demonstrated commitment to building a diverse, inclusive, and equitable institution.
• Familiarity with Microsoft Office 365, Adobe Suite, Google Drive, Eventbrite, and project management softwares will be beneficial.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Institute of Contemporary Art

Pay Range

$55,962.00 - $70,000.00 Annual 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.

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To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay