University Events Specialist: Programs, Budgets & Logistics

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

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.