Events Specialist - Fox Graduate School

Penn State; Northern (KY); Hybrid; USD 54,000 - 78,000; Full time

Job summary

Fox Graduate School at Penn State University is seeking an Events Specialist to lead planning and execution of student engagement, alumni recognition, and visibility initiatives. You will coordinate graduate orientations, commencements, awards, and career programs, partnering across the campus to deliver high‑quality experiences.

The role requires strong communication, organizational skills, and the ability to handle multiple priorities, including evenings and weekends.

Qualifications

• Bachelor's degree required with relevant experience in event planning.
• Proven ability to plan and execute large or high-profile events.
• Strong written and verbal communication and organizational skills.

Responsibilities

• Lead planning, coordination, and execution of Fox Graduate School events.
• Coordinate logistics, vendors, venue, catering, AV, and registrations.
• Post-event assessments and continuous improvements; manage staff and volunteers.
• Collaborate with Marketing, Alumni Relations, and campus partners on messaging.

Skills

Event planning

Communication skills

Organization

Independence

Large-scale events

Microsoft 365

Event management platforms

Customer service

Collaboration

Evenings/weekends availability

Education

Bachelor's Degree

Tools

Workday

SIMBA

25Live

Microsoft 365

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* Lead the planning, coordination, and execution of Fox Graduate School events, including: + 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 Degree3+ years of relevant experience; or an equivalent combination of education and experience acceptedRequired 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.