Public Engagement Project Manager and Administrative Coordinator

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Public Engagement Project Manager and Administrative Coordinator

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 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
Public Engagement Project Manager and Administrative Coordinator

Job Profile Title
Administrative Coordinator

Job Description Summary
The Institute of Contemporary Art is seeking a Public Engagement Project Manager and Administrative Coordinator. This full-time position will serve as a key liaison collaborating across departments and with external partners ensuring efficient and effective operation of the ICA's Public Engagement program, managing vital administrative functions, and serving as the project manager for all community and university based programmatic activities. The position reports to ICA's Director of Public Engagement within the Public Engagement Department working with a team of four full-time staff on ICA's vital connections to the university, West Philadelphia and regional communities. 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.

Supporting ICA in its commitment to creating a diverse, inclusive, and equitable institution; treating colleagues and partners fairly and respectfully; and recognizing the value that diverse backgrounds and perspectives bring to our organization is vital to this position.

The Public Engagement Project Manager and Administrative Coordinator must be a generous, thoughtful, and clear communicator, have accomplished writing skills, a strong attention to detail, an ability to organize and manage multiple projects, and a desire to work collaboratively across departments while contributing to total team culture and effort.

Potential to work nights and/or weekends throughout the year.

Job Description


Project manager for all Public Engagement programs; participating in ideation as well as furthering the ICA mission enacting lectures, performances, and events by coordinating internal and external resources for the flawless execution of community-based programmatic projects. The Public Engagement Project Manager and Administrative Coordinator determines scope of work, schedule, and budget; develops detailed project plans, tracks project benchmarks and costs, devises and monitors the project work plan for all Public Engagement programmatic initiatives including but not limited to lectures, panel discussions, screenings, community roundtables, and dinners ensuring that all assets are delivered on-time, within scope and within budget.

The Public Engagement Project Manager and Administrative Coordinator Project enacts all Public Engagement programs in close collaboration across departments, with ICA program partners, and ICA Audio/Visual Coordinator; determining the logistical setup of Public Engagement programs for the digital and in-person realm; ensuring print and digital materials contain appropriate information and are completed in a timely manner, building and overseeing all event registration and post attendee surveys; and recruiting, training, and scheduling a team of part-time staff while overseeing all event setups and breakdown.

Oversight and implementation of administrative duties for the Public Engagement Department including: scheduling and overseeing meetings; coordinating internal and external teams; maintaining departmental calendars; drafting and managing correspondences; drafting agendas for key planning meetings; contacting partners and program participants; overseeing the logistics of participant travel and formalizing partnerships through written agreements and subsequent financial transactions.; responding to inquiries from ICA team members and key stakeholders; preparing written and visual presentations for various meetings internally and externally; producing meeting minutes; submitting and tracking financial transactions; and working collaboratively and generously to maintain and update project management systems and practices.

The Public Engagement Project Manager and Administrative Coordinator oversees ICA's vibrant Student Board (ICASB) by recruiting, inspiring, and directing a group 30-45 Penn students as they build lifelong connections to the University student population through lively programs, a newsletter, and outreach events. The ICASB works collaboratively with ICA staff to engage Penn students and the broader Philadelphia community to contemporary art in dynamic ways. The Public Engagement Project Manager and Administrative Coordinator coordinate direct interactions between students and artists, curators, and other professionals in the field; develop innovative programs; lead student-focused social media platforms; and proved access to ICA's numerous resources.

Managing the active and on-going training of ICA docents through robust curator information sessions and participatory inquiry-based training and information sharing training such as Visual Thinking Strategies. Managing related docent payments when necessary.

Other duties and responsibilities as assigned.

H.S. Diploma or GED Required and 2-3 years of solid administrative experience, preferably in an arts or culture organization. Excellent communication skills required, familiarity with Excel, Word, PowerPoint/Keynote, Microsoft Office 365, Adobe Suite, Google Drive, YouTube streaming services, and Outlook will be beneficial.

ICA seeks candidates who support our commitment to creating a diverse, inclusive, and equitable institution; treating colleagues and partners fairly and respectfully; and who recognize the value of diverse backgrounds and perspectives.
Familiarity with Excel, Word, PowerPoint/Keynote, Microsoft Office 365, Adobe Suite, Google Drive, YouTube streaming services, and Outlook will be beneficial.

Budgeted Pay Range:

$20-$22/hr. commensurate with experience.

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
Institute of Contemporary Art

Pay Range
$20.00 - $36.00

Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements
Background check 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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