Events Assistant, Sociology and Criminology Department
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 : 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
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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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
Number of Employees
5,001-10,000 employees
