Events Specialist

APPLICATION INSTRUCTIONS:

• CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. Please do not apply here, apply internally through Workday.

• CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.

• If you are NOT a current employee or student, please click “Apply” and complete the application process for external applicants.

Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants.

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POSITION SPECIFICS​

The School of Hospitality Management in the College of Health and Human Development is seeking an Events Specialist to organize small and large-scale events for the School. This position collaborates with internal and external Faculty, Staff and Alumni stakeholders to develop, track and events including managing event budgets, researching and recommending venues; coordinating logistics including transportation, accommodations, meals, and technology; and maintaining relationships with vendors.

RESPONSIBILITIES

• Advise on developing event plans, including objectives, venue selection, decor, sequence of events, layout of spaces, equipment rentals, and catering requirements
• Meet with customers and/or service providers regarding products and services; negotiate contracts and make recommendations within the client's budget; resolve contract issues
• Generate event work orders and communicate with internal stakeholders, including ensuring compliance with Penn State policies
• Coordinate the logistics and delivery of products and services; may manage inventory, designated rates; receive, record and post deposits and payments
• Order, track and ensure availability of signage, displays, printing, technology, and any special requirements, along with room reservations for events
• Monitor Career Center schedules, organizational service levels, and standards, facilities space requests and event spaces
• Maintain documentation through CVENT applicable software programs to track course enrollment and to assist in business development efforts
• Monitor activities to ensure regulatory and policy compliance, participant satisfaction, and problem resolution
• Serve as the point of contact for real-time adjustments or changes for all events. Conduct post-event evaluations; determine improvement areas
• Develop ongoing client relationships to foster future business/revenue opportunities
• Coordinate services such as accommodation, transportation, tours, and event security for faculty, staff and student events. Direct administrative details, such as event financial operations, promotional material dissemination, and inquiry response for contracts.
• Ensure a safe and secure environment for staff, customers, and guests; address and appropriately respond to issues of concern
• Oversee environmental management or sustainability programs addressing recycling, conservation, or waste management
• May hire, train, coach, supervise, schedule, and evaluate students/interns; recommend, plan, and coordinate professional development opportunities; adhere to Collective Bargaining Agreement provisions; participate in grievance/arbitration proceedings
• Serve as advisor on student groups, in addition to teaching 1 credit Meetings and Events Club course during the spring semesters.
• Coordinating with faculty on student working hours while ensuring website is reflective of openings. Oversee website and marketing materials for School, including student organizations websites, student group social media pages, student group bulletin board and student organization canvas pages and platforms and monthly newsletters.

QUALIFICATIONS

Qualified candidates will demonstrate strength across several of the following areas:  

• Experience managing event budgets, contracts, invoices, deposits, and financial reconciliation.
• Demonstrated experience working with vendors, venues, caterers, transportation providers, and other service partners.
• Strong project management and organizational skills with the ability to manage competing deadlines and changing priorities.
• Experience using Cvent or similar event management and registration platforms.
• Experience in higher education, hospitality, conference services, or event management environments.
• Knowledge of marketing, social media management, website maintenance, and electronic communications such as newsletters.
• Experience advising student organizations and supporting student development through teaching, training, mentoring, or supervision of students, interns, or part-time staff.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

If filled as Events Specialist - Advanced Professional, this position requires:
Bachelor's Degree
3+ years of relevant experience; or an equivalent combination of education and experience accepted
Required Certifications:
None

If filled as Events Specialist - Intermediate Professional, this position requires:
Associate Degree
2+ years of relevant experience; or an equivalent combination of education and experience accepted
Required Certifications:
None

LOCATION

Due to the nature of the role, this position works primarily onsite at the University Park campus. Typical work schedule is Monday through Friday, 8:00 am to 5:00 pm. Occasional evening and weekend work is required.

BACKGROUND CHECKS/CLEARANCES

This position requires the following clearances in addition to applicable background checks: PA State Police Criminal Background Check, PA Child Abuse History Clearance Form, and Federal (FBI) Fingerprint Criminal Background Check.Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.

SALARY & BENEFITS

The salary range for this position, including all possible grades, is $49,188.00 - $78,444.00.

Salary Structure - Information on Penn State's salary structure

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.

CAMPUS SECURITY CRIME STATISTICS

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.

EEO IS THE LAW

Penn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.

Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission.

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