Events Assistant, Sociology and Criminology Department

Penn State University•University Park, PA

46d

About The Position

The Department of Sociology and Criminology is seeking an Events Assistant to ensure the success of multiple events the department hosts each year. This position will work with faculty, guest speakers, and vendors to plan events, such as lectures, conferences, award ceremonies, Board of Visitors meetings, and career expos throughout the year (including during the summer semester). The Events Assistant will also handle financial submissions for related expenses. The Events Assistant will work both independently and collaboratively, utilizing organizational and multi-tasking skills, to complete this position's responsibilities, which include but are not limited to:

Requirements

Excellent communication and customer service skills; inclusive and respectful when working with others
Ability to be detail-oriented, as well as to manage and prioritize tasks
Committed to fostering a positive and efficient working environment for coworkers and collaborators
Experience using Microsoft Office 365

Responsibilities

Work with faculty on event logistics (e.g., coordinate dates and itineraries, discuss potential speakers and event space)
Effectively work with outside vendors on registration, secure the necessary contracts for event space use
Assist visitors with travel arrangements, which can include international travel and visa paperwork
Process all travel reimbursements for event visitors and work with department management on the events' budgets
Ensure smooth execution of conferences and events by attending the start to verify that all arrangements are in place, including attendee registration, room setup, food delivery, and presentation readiness
Support the development and maintenance of internal and external client relationships to foster future opportunities for the Sociology and Criminology Department, the Criminal Justice Research Center, and their affiliated events
Assist in the publicity of events via listservs, poster distribution, and social media by creating graphics, posters, banners, and other promotional materials in Canva; obtain necessary design approvals prior to distribution
Process honorariums as requested by faculty, which may include detailed communication with speakers and coordination with purchasing and finance teams
Review invoices for accuracy and address any discrepancies with vendors

Benefits

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being.
In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time.
One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children.

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