Project Coordinator-Vice Provost for the Arts

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 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.