Events Specialist - Fox Graduate School

Penn State University; University Park (TX); On-site; USD 54,000 - 78,000; Full time

Benefits offered by this job

Comprehensive medical/dental/vision

Tuition discount

Retirement plans

Paid time off

Job summary

Penn State University’s Fox Graduate School seeks an Events Specialist to lead planning and execution of events that engage students, recognize alumni, and raise the school’s visibility.

This role advances the university’s goals, collaborating with GES and OGEEP, managing budgets, vendors, and staff across orientations, commencements, awards, and development programs.

Qualifications

• Experience planning and executing events.
• Strong written and verbal communication.
• Excellent organizational skills with multiple priorities.
• 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.

Responsibilities

• Lead the planning, coordination, and execution of Fox Graduate School events, including orientations, commencements, awards, and career programs.
• Coordinate event logistics: venue, catering, AV, transportation, signage, décor, and registration.
• Serve as primary contact for vendors, guests, and internal stakeholders.
• Manage event operations, staffing, and issue resolution during events.
• Conduct post-event assessments and recommend improvements.

Skills

Event planning

Communication

Organization

Initiative

Issue resolution

Customer service

Evenings/weekends

Education

Bachelor's degree

Tools

Microsoft 365

Event management platforms

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.

Salary Structure- Information on Penn State’s salary structure

• comprehensive medical, dental, and vision coverage
• robust retirement plans
• substantial paid time off which includes holidays, vacation and sick time
• generous 75% tuition discount, available to employees as well as eligible spouses and children

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.

Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports 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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