Events Specialist

Penn State; Pennsylvania; On-site; USD 49,000 - 78,000; Full time

Job summary

The Pennsylvania State University is seeking an Events Specialist to organize both small and large-scale events for the School of Hospitality Management. You will work with faculty, staff, and alumni to plan, budget, source venues, and coordinate accommodations, meals, and technology.

You will manage contracts, timelines, and logistics, ensuring compliance and delivering exceptional experiences for campus events and external programs.

Qualifications

• Experience managing event budgets, contracts, invoices, deposits, and financial reconciliation.
• Vendor relationships with venues, caterers, transportation providers, and service partners.
• Strong project management and organizational skills to handle deadlines and changing priorities.
• Experience using event management/registration platforms (e.g., Cvent).
• Experience in higher education, hospitality, conference services, or event management environments.
• Knowledge of marketing, social media management, and electronic communications.

Responsibilities

• Advise on developing event plans, including objectives, venue selection, decor, sequencing, layout, rentals, and catering requirements.
• Meet with clients/service providers to discuss products, services, and budget; negotiate contracts.
• Generate event work orders and communicate with internal stakeholders, ensuring policy compliance.
• Coordinate logistics and delivery of services; manage inventory, rates, deposits, and payments.
• Oversee signage, displays, printing, technology, and room reservations for events.
• Monitor schedules, service levels, space requests, and event spaces; assist in business development.

Skills

Budget management

Vendor relations

Project management

Cvent platform

Higher education experience

Marketing knowledge

Student org advising

Teaching/mentoring

Education

Bachelor's Degree

Associate Degree

Tools

Cvent

Job description

Events Specialist### Events SpecialistApply: Penn State University Park: Full time: Posted Today: REQ\\_0000083959# **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.**### **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 Degree3+ years of relevant experience; or an equivalent combination of education and experience acceptedRequired Certifications:NoneIf filled as Events Specialist - Intermediate Professional, this position requires:Associate Degree2+ years of relevant experience; or an equivalent combination of education and experience acceptedRequired 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.