Events Assistant, College of the Liberal Arts

Penn State University; University Park (TX); On-site; USD 38,000 - 56,000; Full time

Job summary

Penn State University is seeking an Events Assistant to enhance the success of various departmental events. This role includes working with faculty and guests to coordinate logistics, manage budgets, and handle promotions. Ideal candidates should possess strong communication skills, attention to detail, and prior experience in event management.

Benefits

75% tuition discount for employees and eligible family members

Comprehensive medical, dental, and vision coverage

Robust retirement plans

Substantial paid time off including holidays, vacation, and sick time

Qualifications

• 2+ years of relevant experience or equivalent education.
• Ability to manage and prioritize tasks.
• Genuine appreciation for working with diverse audiences.

Responsibilities

• Manage and oversee numerous events for the departments.
• Process travel reimbursements and work on event budgets.
• Attend events to ensure all arrangements are in place.

Skills

Communication

Customer Service

Detail-oriented

Organizational skills

Multi-tasking

Education

General Equivalency Diploma (GED) or High School Diploma

Tools

Microsoft Office

Adobe Illustrator

Canva

Sway

Job description

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, seeNotice to Out of State Applicants.

POSITION SPECIFICS

The departments of African Studies , African American Studies , and Women’s, Gender, and Sexuality Studies are seeking an Events Assistant to ensure the success of the dozens of events the departments host each year.

This position will work with faculty, guest speakers, and vendors to plan events, such as lectures, conferences, and award ceremonies. The Events Assistant will also handle promotion and financial submissions for related expenses.

The Events Assistant will work both independently and collaboratively, utilizing organizational and multi-tasking skills, to complete this position’s responsibilities, which include but are not limited to:

• The management and oversight of numerous events for the three departments and programs during the fall, spring, and summer semesters; this includes working with a diverse group of visitors and faculty to secure necessary visa paperwork, managing lodging and itineraries, and securing travel arrangements (which can include international travel)

• Process all travel reimbursements for events and work with department management on the events' budgets

• Interpret University policies to effectively work with outside vendors, vendor registration, secure the necessary contracts for space use, manage rooming lists, and coordinate itineraries for multiple days

• Attend the start of conferences/events to ensure all arrangements are in place and to register attendees, ensure room is presentable, food has arrived, take photographs of the event, and assist with any IT needs for presentations

• Design posters and banners for events and award ceremonies

• Handle all social media posts and newsletters for all three units, working with department heads and faculty on content

• Process honorariums as requested by faculty, which may include extensive and detailed communications with speakers, as well as the purchasing and finance teams

• Review invoices for accuracy and address any discrepancies with vendors

After training, the Event Assistant will also work with several social media outlets (e.g., Facebook, Instagram, X) and various software including Microsoft Office and Sway, Adobe Illustrated, and Canva.

Qualifications:

• Excellent communication and customer service skills

• Ability to be detail-oriented, as well as to manage and prioritize tasks

• Commitment to creating a positive and efficient working environment

• Demonstrate a genuine appreciation for working with diverse audiences

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: None

Additional Information :

The College of the Liberal Arts is supportive of flexible work arrangements when aligned with the ability to meet the needs of the unit and the essential duties of the position. Questions related to flexible work should be directed to the hiring manager during the interview process.

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 $38,300.00 - $55,500.00.

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.

The Pennsylvania State University is committed to and accountable for advancing equity, respect, and belonging in all its forms. We embrace individual uniqueness, as well as a culture of belonging that supports both broad and specific 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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