Event Planning Assistant

Penn State University • University Park, IL

23h • Hybrid

About The Position

Penn State’s Office of Strategic Communications—the University’s central public relations and marketing division—seeks a highly organized individual to join the Office of Campus and Community Events and help plan and coordinate University-wide events such as undergraduate and graduate commencement ceremonies and the President’s faculty, staff, and student awards programs. Stakeholder engagement is a critical part of this role and will require the successful candidate to engage in verbal and written communications with a wide range of internal and external partners, including students and their families, vendors, and University leadership. This position will work closely with the director of Campus and Community Events and be expected to exercise sound judgment and decision-making abilities, particularly at on-site events and in the director’s absence. This position offers a hybrid work arrangement that combines remote and on-campus working. Due to the nature of this position, occasional evening and weekend hours will be required.

Requirements

• Associate Degree
• 4+ years of relevant experience; or an equivalent combination of education and experience accepted
• None

Nice To Haves

• Have an extensive background in event planning
• Possess exceptional organizational skills and have the ability to pay attention to details
• Be able to manage multiple priorities and projects, often at the same time
• Have strong computer skills, including proficiency in Microsoft Office programs
• Have experience updating websites using WordPress or a similar Content Management System
• Be familiar with tools such as Workfront to manage and improve projects and processes and Mailchimp to create and send event invitations and communications
• Be able to work collaboratively across teams and build relationships with internal and external stakeholders
• Be a self-starter with a proactive approach to problem-solving and a strong sense of ownership
• Have the ability to adapt quickly in a dynamic environment
• Have experience in higher education or a similar complex organizational environment

Responsibilities

• Work with the director to coordinate the planning and execution of 20 undergraduate and graduate commencement ceremonies held across multiple venues on the University Park campus
• Assist the director with planning and hosting the President's annual faculty/staff and student awards programs
• Provide budget and office support for Campus and Community Events and the director, including processing invoice payments, making purchase order requests, and ordering office supplies
• Assist with coordinating the administrative details of various Penn State policies that fall under the director
• Manage and update content on Campus and Community Events websites
• Help plan and implement Penn State's United Way Campaign, under general guidance from the director
• Monitor and determine appropriate responses to communications sent to Campus and Community Events, especially during high-volume times when family members, students, faculty, staff, and alumni have questions or need assistance
• Draft and compile
• Maintain a University-wide calendar using College Net/25 Live
• Serve on multiple committees, as needed

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree