Event Planning Assistant

The Pennsylvania State University; Ferguson Township (PA); Hybrid; USD 45,000 - 65,000; Full time

Benefits offered by this job

Hybrid work arrangement

75% tuition discount

Job summary

The Pennsylvania State University seeks an organized events professional to assist with University-wide events, including commencements and awards programs. The role involves stakeholder engagement, on-site event decision-making, and a hybrid work arrangement with occasional evenings and weekends.

You will collaborate with the Campus and Community Events director, manage communications, and support budgets and office operations across Penn State locations.

Qualifications

• Extensive background in event planning is required.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple priorities and projects simultaneously.
• Strong computer skills including Microsoft Office.
• Experience updating websites using WordPress or a similar CMS.
• Familiarity with Workfront to manage projects and improve processes.
• Experience using Mailchimp for event invitations and communications.
• Ability to collaborate across teams and build relationships with stakeholders.
• Self-starter with proactive problem-solving and ownership.
• Adapt quickly in a dynamic environment, preferably in higher education.

Responsibilities

• Coordinate planning and execution of 20 undergraduate and graduate commencements across venues.
• Assist with planning and hosting the President's faculty/staff and student awards programs.
• Provide budget and office support, including invoices, purchase orders, and supplies.
• Assist with administrative details of Penn State policies under the director.
• Manage and update content on Campus and Community Events websites.
• Plan and implement Penn State's United Way Campaign under guidance from the director.
• Monitor communications and respond during high-volume periods.
• Draft and compile correspondence, programs, surveys, invitations, and publications.
• Maintain a university-wide calendar on College Net/25 Live Serve across committees.

Skills

Event planning

Organizational skills

Multitasking

Microsoft Office

WordPress

Workfront

Mailchimp

Stakeholder collaboration

Education

Associate Degree or equivalent combination of education and experience

Tools

WordPress

Workfront

Mailchimp

Content Management System (CMS)

Job description

POSITION SPECIFICS

Penn State’s Office of Strategic Communications—the University’s central public relations and marketing division—seeks a highly organized individual to join the Office of Campus and Community Events and help plan and coordinate University-wide events such as undergraduate and graduate commencement ceremonies and the President’s faculty, staff, and student awards programs. Stakeholder engagement is a critical part of this role and will require the successful candidate to engage in verbal and written communications with a wide range of internal and external partners, including students and their families, vendors, and University leadership. This position will work closely with the director of Campus and Community Events and be expected to exercise sound judgment and decision-making abilities, particularly at on-site events and in the director’s absence. This position offers a hybrid work arrangement that combines remote and on-campus working. Due to the nature of this position, occasional evening and weekend hours will be required.

Key Responsibilities

• Work with the director to coordinate the planning and execution of 20 undergraduate and graduate commencement ceremonies held across multiple venues on the University Park campus
• Assist the director with planning and hosting the President's annual faculty/staff and student awards programs
• Provide budget and office support for Campus and Community Events and the director, including processing invoice payments, making purchase order requests, and ordering office supplies
• Assist with coordinating the administrative details of various Penn State policies that fall under the director
• Manage and update content on Campus and Community Events websites
• Help plan and implement Penn State's United Way Campaign, under general guidance from the director
• Monitor and determine appropriate responses to communications sent to Campus and Community Events, especially during high-volume times when family members, students, faculty, staff, and alumni have questions or need assistance
• Draft and compile correspondence, event programs, surveys, invitations, and other publications for various programs and events
• Maintain a University-wide calendar using College Net/25 Live Serve on multiple committees, as needed

Preferred Skills and Experience

• Have an extensive background in event planning
• Possess exceptional organizational skills and have the ability to pay attention to details
• Be able to manage multiple priorities and projects, often at the same time
• Have strong computer skills, including proficiency in Microsoft Office programs
• Have experience updating websites using WordPress or a similar Content Management System
• Be familiar with tools such as Workfront to manage and improve projects and processes and Mailchimp to create and send event invitations and communications
• Be able to work collaboratively across teams and build relationships with internal and external stakeholders
• Be a self-starter with a proactive approach to problem-solving and a strong sense of ownership
• Have the ability to adapt quickly in a dynamic environment
• Have experience in higher education or a similar complex organizational environment

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: None

About Penn State’s Office of Strategic Communications

As Penn State’s central public relations and marketing division, the Office of Strategic Communications is a fully integrated, award-winning, best-in-class marketing and public relations team defined by innovative strategy and breakthrough creative driven by measurable goals. We advance the University by strengthening and protecting the institution’s reputation in regional, national and international spheres of influence in ways that serve recruitment, resource and leadership goals. Spanning Penn State’s large-scale enterprise—including campus locations across Pennsylvania, nearly 90,000 students, and an alumni base exceeding 800,000—the Office of Strategic Communications’ work encompasses all forms of communications and engagement, ranging from branding, marketing, and trademark and event management to internal communications, proactive and social media, research communications, and crisis and issues management. We’ve attracted talented and diverse team members from private and public sectors at all levels of our division, giving us the ability to build a strategic program of excellence recognized throughout the University.

BACKGROUND CHECKS/CLEARANCES

Employment with the University will require successful completion of background check(s) in accordance with University policies. 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 $44,628.00 - $64,668.00. 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.

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.

Our values are as follows; Integrity, Respect, Responsibility, Discovery, Excellence, and Community.

We Are Penn State. One Community. Impacting Many.