Events Assistant | College of IST
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 the planning and implementation of college-wide events, seminars, symposiums, conferences, and special themed events, including Commencement. They will 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. The role involves gathering and analyzing information from various sources to make determinations, decisions, and recommendations for college events, and collaborating across the college and university to ensure best practices. The Events Assistant will provide financial forms support to assigned budgets utilizing the university's financial system, and maintain and/or monitor budgets. They will perform in a lead support capacity, establish and assign priorities, ensure schedules are maintained and deadlines are met, and develop processes and procedures for the college. This role will resolve issues with various students, faculty, and staff, maintain office files, procedures, and manuals, and recommend changes in policy and procedures. Additionally, they will maintain distribution lists and/or databases, verify and enter information, maintain calendars, and schedule/cancel appointments. The position also includes coordinating travel arrangements, preparing itineraries, and preparing and submitting travel expense documents, managing purchasing card and reconciliation reports, attending meetings, and recording, transcribing, and distributing meeting minutes. The Events Assistant will act as a liaison to internal and external contacts, answer inquiries, and respond to and/or resolve a variety of issues. They may design and maintain web pages and event signage, and inventory and order supplies.
Requirements
- General Equivalency Diploma (GED) or High School (HS)
- 2+ years of relevant experience; or an equivalent combination of education and experience accepted
- Applicants must be authorized to work in the U.S.
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, dental, and 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
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
