What are the responsibilities and job description for the Event Operations Manager, Wharton San Francisco position at The University of Pennsylvania?

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

Event Operations Manager, Wharton San Francisco

Job Profile Title

Manager C, Arts and Media, Events

Job Description Summary

Founded in 1881 as the world's first collegiate business school, the Wharton School of the University of Pennsylvania is shaping the future of business by incubating ideas, driving insights, and creating leaders who change the world. With campuses in Philadelphia and San Francisco, Wharton has over 850 staff, a faculty population of more than 235 renowned professors, and 5,000 undergraduate, MBA, executive MBA, and doctoral students. Each year, 13,000 professionals worldwide advance their careers through Wharton Executive Education's individual, company-customized, and online programs. More than 104,000 Wharton alumni form a powerful global network of leaders who transform business every day. Wharton is home to a diverse staff population representing a rich array of backgrounds, expertise, and cultures. To learn more, visit www.wharton.upenn.edu.

Wharton San Francisco (WSF) is the West Coast home of the world's leading business school, serving as a hub for learning, innovation, and industry connections. Our mission is to support education, act as a connector, and amplify the Wharton brand through high-impact programs and events. The Event Operations Manager plays a crucial role in advancing this mission by developing and executing a strategic event vision that enhances engagement, drives revenue, and maximizes facility utilization. This position requires both strategic planning and hands-on execution, ensuring that every event reflects Wharton's excellence and strengthens its presence in the Bay Area.

The Event Operations Manager is responsible for developing and executing the strategic vision for events at Wharton San Francisco (WSF) while also being hands-on and on-site during events to ensure seamless execution. This role ensures that events align with Wharton's mission, enhance engagement, drive revenue, and maximize the use of WSF's facilities. By overseeing planning, logistics, and vendor relationships, the position plays a key role in delivering high-quality, mission-driven, and financially sustainable events.

Job Description

Job Responsibilities

Event Strategy & Planning - Develop a long-term event strategy that aligns with Wharton's academic, alumni, and industry engagement goals.
On-Site Event Management - Be present during events to oversee setup, execution, and troubleshooting, ensuring a smooth experience for attendees.
Revenue & Facility Optimization - Identify and implement strategies to increase external bookings and optimize event space usage for efficiency and financial sustainability.
Client & Stakeholder Engagement - Partner with faculty, students, alumni, and external clients to create impactful event experiences.
Vendor & Budget Management - Oversee contracts, negotiations, and event budgets to ensure cost-effective and high-quality execution.
Marketing & Brand Impact - Develop marketing strategies to expand event reach, attract corporate partners, and amplify Wharton's presence in the Bay Area.
Collaboration & Redundancy - Work closely with the Senior Client Services Manager to ensure seamless operations and provide backup support for event execution.

This role requires a proactive, hands-on leader who can develop event strategy while also being actively involved in execution, ensuring high-quality, engaging experiences at Wharton San Francisco.

Qualifications

Required :

Bachelor's degree in event management, hospitality, business administration, marketing, or a related field; and 3-5 years of experience in a professional setting with event planning, operations, or venue management, preferably in a higher education, corporate, or nonprofit setting; or equivalent combination of education and experience.

Ability to handle high-pressure situations with professionalism and problem-solving skills.

Strong attention to detail to ensure seamless attendee experiences.

Strong interpersonal and relationship management skills to collaborate with faculty, students, alumni, and corporate clients.

Ability to tailor event experiences to different audiences, ensuring alignment with the organization's mission.

Skilled in managing client expectations and delivering high-impact event experiences.

Adaptability and flexibility to step in where needed for seamless event execution.

Preferred :

Experience in negotiating contracts with vendors, caterers, AV providers, and other service providers.

Proficiency in event management software (e.g., Cvent, Eventbrite, EMS, Salesforce) or knowledge of event space management software and systems for scheduling and tracking usage.

Experience in identifying and implementing strategies to increase external bookings and optimize space utilization.

Proven experience designing event programs that drive engagement, revenue, and brand impact with an ability to manage multiple events simultaneously, from intimate gatherings to large-scale conferences.

Job Location - City, State

San Francisco, California

Department / School

Wharton School

Pay Range

51,824.00 - $91,232.00 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, as well as internal and market factors and

the pay range assigned to the job profile.

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.

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

Salary : $51,824 - $91,232

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