Events Specialist

Penn State University; University Park (TX); On-site; USD 55,000 - 75,000; Full time

Job summary

Penn State University in University Park seeks an Events Specialist to plan and manage school events, coordinating with faculty, staff and alumni. You will oversee budgets, vendor contracts, venue selection and logistics from initial concept through post-event evaluation.

Responsibilities include client meetings, invoicing, site coordination, and ensuring compliance with university policies while developing strong client relationships for future opportunities.

Qualifications

• Experience managing event budgets, contracts, invoices, deposits, and financial reconciliation.
• Experience working with vendors, venues, caterers, transportation providers, and other service partners.
• Strong project management and organizational skills with the ability to manage deadlines and changing priorities.

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, ensuring compliance with Penn State policies.
• Coordinate logistics and delivery of products and services; 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, service levels, and standards, facilities space requests and event spaces.
• Maintain documentation through CVENT to track course enrollment and assist 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; identify improvements.
• 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; manage contracts.
• Ensure a safe and secure environment for staff, customers, and guests; address 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; participate in professional development.
• Advise on student groups and teach 1 credit Meetings and Events Club course in spring.
• Coordinate with faculty on student working hours; oversee website and marketing materials for School and related platforms.

Skills

Project management

Budgeting

Vendor relations

Education

Bachelor's Degree

Tools

CVENT

Job description

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

• 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 Degree


• 3+ years of rele