Events and Facilities Coordinator - Office of Entrepreneurship

Penn State University; University Park (TX); Hybrid; USD 54,000 - 78,000; Full time

Benefits offered by this job

75% tuition discount

Competitive retirement plans

Paid time off

Job summary

The Penn State University Office of Entrepreneurship seeks an Events Specialist to coordinate and execute conferences, workshops, and programs supporting the university's entrepreneurship initiatives. Located at the Eric J.

Barron Innovation Hub, the role demands meticulous planning, budget oversight, and collaboration with leadership and stakeholders. The position offers a hybrid work schedule with on-site attendance driven by events, and occasional evenings/weekends.

Qualifications

• Bachelor's Degree plus 3+ years of relevant experience or equivalent.
• Proficiency with Microsoft Office; experience with event management systems preferred.
• Higher education event planning experience desirable.

Responsibilities

• Event Planning and Execution: Plan, coordinate, and execute conferences, workshops, seminars, networking events, executive meetings, and special programs and initiatives.
• Venue and Facility Coordination: Manage reservations and space at Eric J. Barron Innovation Hub and sixth-floor facilities.
• Budget and Financial Management: Develop budgets, monitor expenses, coordinate invoicing and payments in university systems.
• Vendor and Client Relations: Serve as primary point of contact for clients, vendors, speakers, and participants.
• Event Communications and Registration: Coordinate promotion, agendas, invitations, registration, name tags, and materials.
• On-Site Event Management: Oversee day-of operations and troubleshoot to ensure success.
• Systems and Process Improvement: Maintain event records in Workfront, 25Live, and other systems.
• Tours and Special Initiatives: Coordinate tours, donor engagements, and leadership events.

Education

Bachelor's Degree

Job description

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.

POSITION SPECIFICS

The Office of Entrepreneurship (OE) at Penn State seeks a highly organized, detail-oriented, and customer-focused Events Specialist to coordinate and execute events, programs, and activities supporting the University's entrepreneurship and innovation initiatives.

This postion will be filled at the Events Specialist - Advanced Professional level.

Reporting to the Research Operations Specialist, this position is responsible for event planning, logistics, budgeting, vendor coordination, and on-site execution for events hosted at the Eric J. Barron Innovation Hub and other locations. The successful candidate will independently manage multiple events, collaborate with university leadership and internal/external stakeholders, and ensure exceptional customer service and successful event experiences.

Key Responsibilities

• Event Planning and Execution: Plan, coordinate, and execute conferences, workshops, seminars, networking events, executive meetings, and special programs, including Penn State Startup Week, Global Entrepreneurship Week, the Invent Penn State Venture & IP Conference, the W.E. Connect Conference, and other Office of Entrepreneurship and Research Ventures initiatives.
• Venue and Facility Coordination: Manage event reservations and space utilization at the Eric J. Barron Innovation Hub, including the sixth-floor event facilities. Coordinate room configurations, audiovisual needs, catering, signage, equipment, parking, and facility setups with internal departments and external service providers.
• Budget and Financial Management: Develop event budgets, prepare cost estimates, monitor expenses, coordinate invoicing and payments, and process event-related financial transactions through university systems, including SIMBA and SAP Concur.
• Vendor and Client Relations: Serve as a primary point of contact for internal and external clients, vendors, speakers, and event participants. Coordinate service arrangements, assist with contract processes, resolve operational challenges, and maintain strong professional relationships.
• Event Communications and Registration: Collaborate with the OE Marketing and Communications team to coordinate event promotion, agendas, invitations, registration, name tags, attendee communications, signage, and event materials.
• On-Site Event Management: Oversee event-day operations, coordinate support personnel, troubleshoot issues, and make real-time adjustments to ensure successful execution and positive participant experiences.
• Systems and Process Improvement: Maintain accurate event records, schedules, contracts, and financial documentation using Adobe Workfront, CollegeNET/25Live, and other University systems. Track event activity, evaluate outcomes, and recommend operational improvements.
• Tours and Special Initiatives: Coordinate facility tours, special visits, donor engagements, and University leadership events. Participate in planning committees and support additional Office of Entrepreneurship initiatives as needed.

Required Skills

The successful candidate will possess strong organizational, communication, customer service, and project management skills, with demonstrated experience coordinating events, managing competing priorities, developing budgets, and working with diverse stakeholders.

The ability to exercise independent judgment, resolve problems, and adapt to changing priorities is essential.

Proficiency with Microsoft Office is required and and experience with event management systems is strongly preferred. Experience in higher education event planning is desirable.

Location and Work Arrangement

This position is housed at the Eric J. Barron Innovation Hub in downtown State College, Pennsylvania, within Penn State's Office of Entrepreneurship.

The position offers a hybrid work schedule, with on-site attendance determined by operational and event needs. Due to the nature of this role, flexibility to work occasional evenings and weekends is required to support events, programs, and special activities.

Minimum Education, Work Experience & Required Certifications

Bachelor's Degree 3+ years of relevant experience; or an equivalent combination of education and experience accepted

Required Certifications: None

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 $54,060.00 - $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.