Events Specialist - Fox Graduate School

The Pennsylvania State University; Ferguson Township (PA); On-site; USD 54,000 - 78,000; Full time

Benefits offered by this job

75% tuition discount

Competitive benefits package

Job summary

The Fox Graduate School at Penn State University seeks an Events Specialist (Advanced Professional) to lead planning and execution of events that engage students, recognize alumni, and raise the school’s visibility. You will partner with the Director of Development and Alumni Relations and collaborate with GES and OGEEP to deliver high-impact programs.

Primarily office-based with on-campus event support, this role requires strong organizational and communication skills, attention to detail, and

Qualifications

• Bachelor's Degree plus 3+ years of relevant experience.
• Experience planning and executing events in higher education or nonprofit settings.
• Proficiency with Microsoft 365 and event-management platforms.
• Ability to coordinate multiple priorities and work with diverse stakeholders.

Responsibilities

• Plan and execute graduate orientations, commencements, and awards events.
• Coordinate logistics: venue, catering, AV, transportation, signage, and registration.
• Produce post-event assessments and implement improvements.
• Collaborate with Strategic Marketing, Alumni Relations, and campus partners.
• Supervise a 0.75 FTE staff member and student workers.

Skills

Event planning

Communication

Organizational skills

Independent work

Issue resolution

Microsoft 365

Customer service

Evenings/weekends

Education

Bachelor's Degree

Tools

Workday

SIMBA

25Live

Job description

POSITION SPECIFICS

The Fox Graduate School seeks qualified applicants for the position of Events Specialist, to lead the planning and execution of events that support student engagement, alumni recognition, and the visibility of the Fox Graduate School. This position will be filled at the Events Specialist - Advanced Professional level. Reporting to the Director of Development and Alumni Relations, this position will collaborate with Graduate Enrollment services (GES) and Graduate Educational Engagement Programs (OGEEP), and manage a broad portfolio of events that advance the school’s strategic, educational, and advancement goals. The ideal candidate will be a collaborative, detail-oriented professional with strong event management, organizational, and communication skills. The Events Specialist partners across the Fox Graduate School and the University to deliver high-quality events, enhance existing programs, and develop new initiatives that create meaningful experiences for students, alumni, faculty, staff, and stakeholders.

Key Responsibilities

• Event Planning and Execution
  • Graduate student orientations
  • Commencement ceremonies
  • Student awards and recognition events
  • Career and professional development programs
  • Summer Research Opportunities Program (SROP) events
  • Graduate student engagement initiatives and university-wide collaborations
  • Staff recognition, engagement, and development events

  Coordinate event logistics, including venue reservations, catering, audiovisual services, transportation, signage, décor, and registration. Serve as the primary contact for vendors, guests, and internal stakeholders. Manage event operations, staffing, and issue resolution during events. Conduct post-event assessments and recommend improvements.

• Communication and Collaboration

  Partner with Strategic Marketing and Communications to support speeches, remarks, invitations, programs, and event communications. Develop and distribute event materials, timelines, surveys, and stakeholder updates. Collaborate with campus partners and external stakeholders to ensure alignment of event goals, messaging, and participant experience. Work closely with the Alumni Relations and Stewardship Officer on shared events and engagement initiatives.

• Financial and Administrative Support

  Track and reconcile event expenses in accordance with university policies. Maintain event records, contracts, timelines, and related documentation.

• Supervision

  Supervise a 0.75 FTE support staff member and oversee student workers or volunteers during event planning and execution.

Required Skills and Experience

• Demonstrated experience planning and executing events.
• Strong written and verbal communication skills.
• Excellent organizational skills with the ability to manage multiple priorities simultaneously.
• Ability to work independently, exercise sound judgment, and take initiative.
• Experience managing large-scale or high-profile events and resolving issues in real time.
• Proficiency with Microsoft 365 and event management platforms.
• Strong customer service orientation and collaborative approach.
• Flexibility to work occasional evenings and weekends.

Preferred Skills and Experience

• Experience planning events in higher education or nonprofit environments.
• Familiarity with Penn State systems, including Workday, SIMBA, 25Live.

Work Arrangement

Primarily office-based with regular on-campus event support. Occasional evening and weekend work required. Ability to transport event materials and work across multiple event venues as needed.

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.

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