Lecture and Event Files of the Office of Operations

Collection

Identifier: CPP 8/002-01

Overview

In 2010, the Office of Operations was organized to oversee hospitality, front of house and receptionist, visitor services, hall and grounds, renovations, security, and the parking lot. Previously, at least as far back as 1991, the management of facilities and special events fell under the responsibilities of the Office of Institutional Advancement (as of 2015, merged with Office of Development and External Affairs and Office of Communications into the Office of Advancement). While the Office of Operations was not organized until 2010, much of the work fell under its direct predecessor, the Office of Programs and Internal Services, or was managed under the current (2019) Director of Operations, Antonia Oberthaler.

The Lecture and Event Files of the Office of Operations span the years 1975 to 2019; however, the bulk of the material dates from 1991 through 2007. This collection consists mainly of memos, correspondence, and flyers related to lectures and other events held at and sponsored by the College, including College Night, new Fellows orientations, public lectures, and special events such as the Mütter Ball. Many files in Series I: Fellows and Series II: Lectures include CD-ROMs or cassette tapes, while some lectures and events are only represented by cassette tapes. The collection's arrangement mirrors the organization of its creators. The material was discovered during the collection survey in the summer and fall of 2015, with a few later additions added before the College's record management plan was implemented (July 2017).

Some files may duplicate those found in the following collections:

CPP 1/010: Lecture and Event Files of the Office of the Secretary

CPP 8/001: Records of the Office of Operations

CPP 11/01-01: Records of the Communication and Development Departments

Researchers should note that the Library does not currently have the required hardware to playback the cassette tapes.

Dates

1975-2019
Majority of material found in 1991-2007

Creator

College of Physicians of Philadelphia (Organization)

Biographical / Historical

The Office of Operations is the office which oversees much of the daily management of The College of Physicians of Philadelphia. It is the office which plans for and manages College events and lectures; manages security – both personnel and technology; plans for and schedules maintenance and renovations of the building and grounds; oversees visitor services, reception, and the museum shop; maintains information technology; and governs the contract of the parking lot, owned by the College and located behind the building.

In 2010, the Office of Operations was organized to oversee hospitality, front of house and receptionist, visitor services, hall and grounds, renovations, security, and the parking lot. Previously, at least as far back as 1991, the management of facilities and special events fell under the responsibilities of the Office of Institutional Advancement (as of 2015, merged with Office of Development and External Affairs and Office of Communications into the Office of Advancement).

The Mütter Museum oversaw the visitor services department until sometime in the years between 2002 and 2005. During those years, the Office of Marketing and Development took charge of visitor services and security, and a new department, the Office of Internal Services, was created. The Office of Internal Services oversaw Fellowship activities (including the College sections) and facilities rentals, while the Office of Finance managed hall and grounds.

The Office of Internal Services evolved over the next several years into the Office of Programs and Internal Services, although its responsibilities did not change until 2008, when it also began overseeing cleaning, communications, programs, and governance operations in addition to Fellowship activities and facilities rental.

The College went through organizational restructuring in 2010. The administration of the Fellowship was moved to the Office of Development; the Office of Finance and Accounting became responsible only for financial matters and contracts; and the Office of Communications was responsible for programs and lectures. Antonia Oberthaler, previously the Director of Programs and Internal Services (among other earlier titles), became the first Director of Operations. The Director still consulted with the Executive Office on governance matters and some Fellowship activities.

In 2015, the College was expanding rapidly and its departments were restructured. The two departments affected most by the restructuring were the Office of Advancement and the Office of Operations. Operations accepted greater responsibilities with the addition of lectures and programs administration. The increased responsibilities of Operations were listed as such in an all-staff email in January 2015: Lectures and Events (College lecture series; Food and Thought; Sections; supports events in Advancement, Museum, Library, CEPI and exhibits); Hall and Grounds/Renovations (and Real Estate development with the CEO); Visitor Services; Mütter Store; Technology; Security/Building Emergency Plans; Facilities Rental (with Office of Finance); and Audio Visual.

As of 2019, the Office of Operations is still an active office and its responsibilities remain the same as those established in 2015.