Career Fairs and Programs Assistant

Pennsylvania State University • State College, PA

226d • $34,800 - $50,500 • Remote

About The Position

Penn State Career Services is seeking a detail-oriented, customer-focused Career Fairs and Programs Assistant. This role supports the operations of Career Services with a primary focus on career fair coordination, workshops, and events logistics, and front desk operations. The position plays a key role in facilitating student engagement and ensuring the successful execution of programs and event services. This position offers a flexible work arrangement that combines remote and on-campus work, allowing for one remote workday a week. Questions related to flexible work should be directed to the hiring manager during the interview process.

Requirements

• General Equivalency Diploma (GED) or High School (HS).
• No prior relevant work experience required; previous relevant work experience accepted in lieu of education.

Responsibilities

• Serve as the primary registrar for all career fairs sponsored or co-sponsored by Career Services, by assisting with the management of registrations, campus communications, and logistics for university-wide and college-specific career fairs.
• Coordinate with internal staff and external vendors to ensure seamless event execution.
• Organize all meetings for career fair committees, assist with the creation of agendas for each meeting, record notes during meetings, and share written post-meeting agenda notes with committees through respective Teams channels.
• Manage all related correspondence, process registration changes, and reconcile payments and refunds.
• Serve as the lead coordinator for Graduate and Professional School Week, including Graduate, Law, and Medical School Days.
• Support data tracking and record keeping related to career fair attendance and finances.
• Work closely with the Career Fair Coordinator to plan and implement the Fall Career Days event, our largest 3-day fair at Penn State.
• Assist the Career Fair Coordinator, Program Coordinator, and the entire Programs and Events Team with other initiatives as needed.
• Assist in planning and scheduling workshops with campus partners and presenters.
• Coordinate room reservations and logistics, including virtual and in-person setups.
• Track workshop attendance and evaluations using campus systems.
• Support special event logistics such as catering, A/V, nametags, and check-in.
• Coordinate student volunteers and assist with event marketing and promotional materials.
• Maintain inventory of supplies (e.g., banners, tablecloths, giveaways).
• Maintain accurate reports, calendars, and records.
• Provide responsive, professional customer service to students and stakeholders.
• Cross-train to support other Career Services functions and staff as needed.
• Greet students, families, and visitors and provide information about Career Services programs and resources.
• Schedule appointments and assist in managing student data systems.
• Sort mail.
• Serve as a supportive liaison between students and Career Services staff.

Benefits

• Comprehensive medical, dental, and vision coverage.
• Robust retirement plans.
• Substantial paid time off including holidays, vacation, and sick time.
• Generous 75% tuition discount available to employees as well as eligible spouses and children.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: High school or GED