Project Coordinator, Vice Provost for the Arts

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 workflows, records, and operational processes that advance departmental goals, improve efficiency, and support the achievement of strategic priorities.
• Assist in developing and implementing new systems and tools that strengthen departmental efficiency, accessibility, and sustainability, and long-term operational effectiveness.
• Other duties and responsibilities as assigned.

Qualifications

• Bachelor's degree and 1 to 2 years of experience or equivalent combination of education and experience is required; 2 to 3 years of experience preferred.
• The successful candidate will have a record of success in planning and executing events or multi-stakeholder programs with a keen eye for detail.
• The role demands strong written and verbal communication skills, including the ability to create and edit content for reports, web, or marketing materials.
• Knowledge of and experience with software systems, including WordPress, Adobe Suite, Eventbrite, Concur, Teams, and the complete Microsoft Office Suite.
• Experience managing social media across platforms.
• Knowledge of Penn or a similarly complex higher education environment is a plus.
• The successful candidate will also be a generous, thoughtful, and clear communicator; highly self-directed, organized, and proactive; thrive in a collaborative, fast-paced, team-based environment; and have a demonstrated commitment to building a diverse, inclusive, and equitable institution.

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

Provost's Center

Pay Range

$50,366.00 - $65,000.00 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