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Director, Wharton Institutional Events
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 Employers By State in 2021.
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.
COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn's vaccine requirements and the use of Penn Open Pass, visit the Penn COVID-19 Response website for the latest information.
Posted Job Title
Director, Wharton Institutional Events
Job Profile Title
Job Description Summary
Reporting to the Senior Director of Wharton Events. Responsible for central oversight, coordination, strategy, quality and execution of all Wharton events, meetings, and conferences, including those for the Dean's Office, External Affairs and Wharton San Francisco. Work with events groups across the School to advance school priorities and ensure consistent branding of events. Oversee the coordination and execution of five Wharton Graduation ceremonies, annual Wharton MBA Convocation, and other institutional events. Encourage consistency and synergy of marketing and communications materials and events School-wide. Develop event policies, procedures, and processes, including the speaker approval process, school-wide calendar of events, and events branding collateral. Work with schools/centers across Wharton and Penn on large-scale events and events involving senior leadership.
As a senior member of the Wharton Marketing and Communications Department (MarComm), reports to the Senior Director of Wharton Institutional Events. Attend and participate in Director level meetings. Member of the MarComm Leadership Team.
Responsible for planning, coordination, and execution of five Wharton Graduation ceremonies; four in Philadelphia and one in San Francisco. Form annual Wharton Graduation Committee and lead planning process, meet with academic program partners in planning, decision making, and implementation of ceremonies.
Work across Wharton groups and University groups, building strong and collaborative relationships; attend University graduation planning meetings; serve as primary point person to the University Events team and to University partners who share the Palestra with us (SEAS and Education). Main point of contact at Palestra to coordinate multiple schools and the use of the space and vendors. Serve as primary contact to the Offices of the Wharton Dean and Deputy Dean, and the University President and Secretary's Office regarding commencement.
Work closely with Sr. Director to manage the speaker and VIP invitation process; collect speeches, create timeline for each graduation ceremony, prep the CMCO, Dean and Deputy Dean. Partner with the SF team and partner in planning as requested, staff the graduation ceremony. Liaison to the annual graduation speaker and his/her staff, leading planning and oversight process of graduation speech, transportation, timeline, etc. Responsible for working with the Deputy Dean's office to create the faculty participation list, manage ordering of regalia, working closely with the Executive Assistant to the Deputy Dean to create the faculty seating arrangement, day of staffing of event.
Work with Sr. Director to develop, implement and manage annual budgets for general events, Graduation (five ceremonies, one on the West Coast) and the MBA Convocation. Manage expenses related to event budget ($200,000+) graduation budget of approximately $400,000, Convocation budget of $5,000 and Speaker Series Endowment expense budget of approximately $75,000.
Oversee Wharton Events Community - motivate and mentor events planning staff across the School to create a culture of excellence and collaboration, cross-coordination and teamwork. Support the Program Offices in their flag ship annual events to onboard new students. Develop event policies, procedures and processes, including the speaker approval process, school-wide calendar of events, and events branding collateral. Encourage consistency and synergy of marketing and communications materials and events School-wide.
Work with Senior Director to establish Wharton branding at events, ensuring that there is School-wide compliance with brand standards for events. Establish School-wide best practices for internal and external event email marketing platforms, Cvent app event specific development and use, the School-wide calendar listings, and event communications strategies across the School.
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