Events Assistant | College of IST

Penn State University • University Park, IL

2d • $38,300 - $55,500 • Onsite

About The Position

The College of Information Sciences and Technology (IST) is seeking candidates for an Events Assistant to join our team that supports all college events. This position will report directly to the Event Supervisor. The successful candidate will be responsible for planning, managing, assisting in, and participating in planning and implementing college-wide events, seminars, symposiums, conferences, and special themed events, including Commencement. This role involves selecting appropriate sites for events, meeting with sales representatives, researching and obtaining quotes, purchasing equipment, and gathering information to make determinations and recommendations for college events. The position also requires collaboration across the college and university to ensure best practices, providing financial forms support to assigned budgets, and maintaining/monitoring budgets. The Events Assistant will perform in a lead support capacity, establishing and assigning priorities, ensuring schedules and deadlines are met, and developing processes and procedures for the college. They will also resolve issues with students, faculty, and staff, maintain office files and manuals, and recommend changes in policy and procedures. Additionally, the role involves maintaining distribution lists and databases, verifying and entering information, maintaining calendars, scheduling/canceling appointments, coordinating travel arrangements, preparing itineraries, and submitting travel expense documents. The position also includes managing purchasing card and reconciliation reports, attending meetings, recording and distributing meeting minutes, and acting as a liaison to internal and external contacts. The role may also involve designing and maintaining web pages and event signage, and inventorying and ordering supplies.

Requirements

• General Equivalency Diploma (GED) or High School (HS)
• 2+ years of relevant experience; or an equivalent combination of education and experience accepted
• None Required Certifications

Nice To Haves

• Excellent customer service skills.
• Problem-solving skills.
• Ability to work effectively both independently and as a collaborative member of a high-functioning team.
• Experience with Adobe Workfront and Penn State Systems is desirable but not required.
• Special events planning and management experience are a plus.

Responsibilities

• Plan, manage, assist in, and participate in planning and implementing college-wide events, seminars, symposiums, conferences, and special themed events, including Commencement.
• Select appropriate sites for events that meet both educational and budgetary goals.
• Meet with sales representatives; research, obtain quotes, purchase, and/or recommend equipment purchases.
• Gather and analyze information from various sources to make determinations, decisions, and recommendations for college events.
• Collaborate across the college and university to ensure best practices.
• Provide financial forms support to assigned budgets utilizing the university's financial system; maintain and/or monitor budgets.
• Perform in a lead support capacity; establish and assign priorities; ensure schedules are maintained and deadlines are met; develop processes and procedures for the college.
• Resolve issues with various students, faculty, and staff.
• Maintain office files, procedures, and manuals; recommend changes in policy and procedures.
• Maintain distribution lists and/or databases, verify and enter information.
• Maintain calendars and schedule/cancel appointments.
• Coordinate travel arrangements, prepare itineraries, and prepare and submit travel expense documents.
• Manage purchasing card and reconciliation reports.
• Attend meetings; record, transcribe, and distribute meeting minutes.
• Act as liaison to internal and external contacts; answer inquiries and respond to and/or resolve a variety of issues.
• May design and maintain web pages and event signage.
• Inventory and order supplies.

Benefits

• Comprehensive medical coverage
• Dental coverage
• Vision coverage
• Robust retirement plans
• Substantial paid time off which includes holidays, vacation and sick time
• 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
• Education Level: High school or GED