Event Planning Assistant

The Pennsylvania State University; State College (Centre County); Hybrid; USD 44,628 - 64,668; Full time

Benefits offered by this job

75% tuition discount for employees and

Spouses and children tuition discount

Job summary

The Pennsylvania State University in State College seeks an experienced events coordinator for the Office of Campus and Community Events. The role centers on planning and coordinating university-wide events such as undergraduate and graduate commencements and the President’s awards programs.

The position offers a hybrid work arrangement with occasional evenings and weekends. You will manage calendars, update Campus and Community Events websites, handle budgets, and support communications and

Qualifications

• Associate Degree with 4+ years of relevant experience.
• Experience in event planning preferred in higher education.
• Strong written and verbal communication skills.

Responsibilities

• Coordinate planning and execution of 20 ceremonies across multiple venues.
• Assist with President’s faculty/staff and student awards programs.
• Process invoices, purchase orders and office supplies.
• Maintain Campus and Community Events calendars and websites.
• Plan United Way Campaign under supervisor.
• Respond to inquiries during peak periods.
• Draft programs, surveys, invitations and publications.

Skills

Event planning

Organizational skills

Multi-tasking

Microsoft Office

WordPress CMS

Workfront

Mailchimp

Education

Associate Degree

Tools

WordPress CMS

Workfront

Mailchimp

Job description

Position specifics

Below is the job description for the Office of Campus and Community Events role within Penn State's Office of Strategic Communications. The position focuses on planning and coordinating university‑wide events such as undergraduate and graduate commencement ceremonies and the President’s faculty, staff, and student awards programs.

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.

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

The successful candidate will:

• 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

• Extensive background in event planning
• Exceptional organizational skills and strong attention to detail
• Ability to manage multiple priorities and projects simultaneously
• Strong computer skills, including proficiency in Microsoft Office programs
• Experience updating websites using WordPress or a similar Content Management System
• Familiarity with tools such as Workfront to manage and improve projects and processes and Mailchimp to create and send event invitations and communications
• Ability to work collaboratively across teams and build relationships with internal and external stakeholders
• Self‑starter with a proactive approach to problem‑solving and a strong sense of ownership
• Adaptability and flexibility in a dynamic environment
• Experience in higher education or a similar complex organizational environment

Minimum education, work experience & required certifications

Associate Degree and 4+ years of relevant experience; or an equivalent combination of education and experience. No required certifications.

Background checks & clearances

Employment with the University requires 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 is $44,628.00 – $64,668.00.

Penn State provides a competitive benefits package for full‑time employees, including comprehensive medical, dental, and vision coverage; a robust retirement plan; paid time off including holidays, vacation, and sick time; and a generous 75% tuition discount for employees and eligible spouses and children.

EEO statement

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.