Description
Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.
Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?
Job Title: Program and 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.
Education or Equivalent Experience:
- 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)
We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.
Live Your Life's Work
We are an Equal Opportunity employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.