Event and Facility Management Specialist

2 weeks ago

University Park, United States Pennsylvania State University Full time

APPLICATION INSTRUCTIONS:

  • If you are a current employee of Pennsylvania State University (faculty, staff, technical service, or student), please log in to Workday to complete the internal application process. Do not apply here; apply internally through Workday.
  • If you are a current student at Pennsylvania State University (not previously employed), seeking employment, please log in to Workday to complete the student application process. Do not apply here; apply internally through Workday.
  • If you are NOT a current employee or student, please click "Apply" and complete the application process for external applicants.

JOB DESCRIPTION AND POSITION REQUIREMENTS:

The Office on Entrepreneurship and Commercialization (OEC) is in search of a skilled Event and Facility Management Specialist who is detail-oriented and highly motivated to plan, promote, and execute both internal and external events for the Eric J. Barron Innovation Hub.

Reporting to the Director of Administration, this position is a full-time, in-person role requiring some availability for evenings and weekends.

Key Responsibilities:

Event Planning and Coordination:

  • Complete the event intake form for all scheduled events.
  • Organize a diverse range of events, including seminars, retreats, symposiums, banquets, workshops, conferences, and quarterly meetings within the event space at the Eric J. Barron Innovation Hub.
  • Manage travel arrangements, accommodations, and honorariums for guest speakers.
  • Develop detailed itineraries for guests and hosts, ensuring all presentation materials are collected and accurate.
  • Collaborate with the Invent Penn State marketing team for all event-related promotional, communication, and public relations needs, and coordinate with hosts on event marketing materials.
  • Work with team members on menu planning and catering arrangements.

Facilities Coordination:

  • Act as the on-site venue manager for all internal and external events.
  • Schedule and track all requests for event space using the 25LIVE scheduling system.
  • Coordinate with team members regarding audio/video requirements and room setup.
  • Communicate room fee structures to all inquiries.
  • Oversee event setup and teardown, including rentals, in collaboration with technical service staff.
  • Address client inquiries related to parking, load-in/load-out, catering, and rental deliveries.
  • Create layout diagrams for event spaces and manage work orders with the Office of Physical Plant (OPP).
  • Monitor budgets and expenditures related to event space, managing billing for internal and external customers.
  • Assist in maintaining the facility's cleanliness and appearance, coordinating repairs as necessary.
  • Ensure all audio/video equipment is operational and functioning.
  • Provide tours of the Eric J. Barron Innovation Hub as requested.

Education and Experience: A minimum of an Associate's Degree or an equivalent combination of education and experience is required.

The ideal candidate should possess:

  • A positive attitude, dependability, and a customer-service orientation.
  • The ability to work independently as well as collaboratively within a team.
  • Excellent judgment, proofreading, and interpersonal skills, with a self-motivated approach to managing multiple projects.
  • Strong organizational skills to prioritize tasks and meet deadlines.
  • A commitment to confidentiality and attention to detail.
  • The capability to work with minimal supervision.

Application: Candidates for consideration must submit a cover letter and resume. Review of applications will begin immediately and continue until the position is filled.

Pennsylvania State University and the Office of Entrepreneurship and Commercialization are dedicated to advancing diversity, equity, and inclusion in all forms. We embrace individual uniqueness and foster a culture of inclusive excellence that supports diverse initiatives.

Penn State offers competitive benefits to full-time employees, including medical, dental, vision, and retirement plans, along with tuition discounts and paid holidays.

The salary range for this position is between $42,000 and $61,000.

CAMPUS SECURITY CRIME STATISTICS: In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, Penn State publishes an Annual Security and Annual Fire Safety Report, which includes crime statistics and policies regarding campus security.

Employment with the University will require successful completion of background checks in accordance with University policies.

Penn State is an equal opportunity, affirmative action employer, committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.

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