Program and Event Specialist

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Job Title: Programand Event Specialist
Department: Radiology Learning Center
Location: Hospital of the University of Pennsylvania - 3400 Spruce St
Hours: M-F, 8-4:30 with flexibility in hours based on operational needs. Requires occasional travel and availability to work nights and weekends.

Summary: This role supports the daily administrative operations in Radiology. The primary responsibility is for planning, coordinating, and executing in-person, virtual, and hybrid educational events, including the year-long Grand Rounds lecture series. In addition, the role manages Department of Radiology faculty & staff events and special programs. The position requires hands-on event management experience, strong attention to detail, and the ability to produce high-quality creative materials using tools such as Canva to support successful event delivery.

Responsibilities:

• Plan, coordinate, and execute educational and special events concept through completion.
• Manage all logistical aspects of events, including timelines, agendas, speaker coordination, vendor sourcing, registration materials, on-site support, and post-event follow-up.
• Develop detailed event project plans and manage multiple concurrent events using a project management or event management system.
• Coordinate with internal stakeholders, faculty, speakers, venues, and vendors to ensure seamless execution and adherence to deadlines.
• Source event-related goods and services, obtain vendor quotes, review proofs, and manage approvals.
• Develop and manage speaker confirmation materials, deadlines, and session requirements.
• Configure event agendas for in-person, virtual, and hybrid formats, including live-stream coordination.
• Provide on-site or live-event support as needed, including occasional evenings and weekends.
• Design event-related marketing and communication materials-including invitations, flyers, digital announcements, and signage-using Canva and other design tools.
• Create and administer post-event surveys and produce reports as requested.
• A basic understanding of CME accreditation requirements and reporting standards is helpful.
• Demonstrated experience in event planning, meeting coordination, or conference management.
• Proven ability to manage multiple events simultaneously while meeting tight deadlines.
• Strong attention to detail and organizational skills.
• Proficiency in event management platforms and project management tools.
• Strong written and verbal communication skills.
• Proficiency in Canva, PowerPoint, and file-sharing platforms.
• Possess strong writing and communication skills.
• Manage multiple tasks simultaneously and meet tight deadlines.
• Work independently in a fast-paced professional academic environment.
• Requires occasional travel and availability to work nights and weekends.

• Bachelor of Arts or Science (Required)
• Education Specialization: Marketing / Communications / Hospitality-Tourism / or other related degree
• And 2+ years Administrative (assistant/coordinator) event experience (Required)