The Donald P. Bellisario College of Communication s at the Pennsylvania State University is seeking an Activities and Special Events Coordinator , who is highly motivated and detail-oriented to plan, promote and implement interdisciplinary events hosted by the college and add administrative support to the Dean’s office as needed.

Responsibilities: Duties include but are not limited to the following:

• Event organization and implementation: Coordinating a variety of special events, seminars, retreats, summer camps, commencement, awards receptions, alumni events, recruitment activities, etc.
• Work closely with Diversity and Inclusion, Development, Alumni Relations, the Graduate program, recruiting and the Dean’s office.
• Coordinate with IT and Facility teams for AA/V and facility requirements, menu planning and catering.
• Oversee and provide direction to staff in support of college events.
• Analyze and track all events. Process improvement recommendations, develop best practices and ensure implementation of policies and procedures.
• Responsible for all risk management processing, onsite and off-site approvals, and other paperwork for event support.
• Coordinate visitor travel, lodging and honorariums for guest speakers.
• Manage and process visiting scholar requests, lecture series, guest speakers, etc.
• Develop itineraries for quests and hosts, collect presentation documents, meet with guest lecturers to ensure all paperwork is complete and accurate.
• Promotion and Marketing: Responsible for all event related marketing, communication and public relations. Coordinate with hosts on development of promotional materials for events; gather information for brief abstract details from guest speakers; prepare information packets, name tags and guest lists.
• Coordinate, prepare and complete all financial reports associated with events. This includes being responsible for event budgets, processing SAP Concur travel reports, registering vendors into SIMBA, processing purchase orders, etc.
• Serve as over-site for departmental spaces using CollegeNET: 25Live space scheduling systems.
• Serve as a super user for travel and unit purchasing.
• Provide back-up administrative support to the Dean’s office as required.
• Develop, coordinate and manage an intern program for public relation students to gain real world experience.

Education and Experience: This position typically requires a High School diploma or higher and 3+ years of related experience or an equivalent combination of education and experience.

Strong communication, organization and customer service skills and attention to detail are critical to success in this role. The successful applicant must have the ability to take initiative to meet deadlines and to work independently as well as in a collaborative, fast-paced team environment.

The position will require some evening and weekend support as event support require. The position does require the physical ability to lift, transport, and make event preparations.

Experience with MS Outlook and MS Office is required. Experience working on Shop OnLion (procurement portal), 25Live (room booking system), LionPath (student portal), SAP Concur (expense, travel and invoice management system) and Workday (enterprise application system) is desirable.

This position will require successful completion of standard background checks.

The Pennsylvania State University is committed to and accountable for advancing diversity, equity, and inclusion in all of its forms. We embrace individual uniqueness, foster a culture of inclusive excellence that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity, and engage all individuals to help them thrive. We value inclusive excellence as a core strength and an essential element of our public service mission.

Penn State offers competitive benefits to full-time employees, including medical, dental, vision, and retirement plans, in addition to tuition discounts, and paid holidays. Please visit https://hr.psu.edu/prospective-employee for more detailed information.

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here .

Employment with the University will require successful completion of background check(s) in accordance with University policies.

EEO IS THE LAW

Penn State is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applications without regards to race, color, religion, age, sex, sexual orientation, gender identify, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.

Penn State Covid-19 Vaccination or Testing Requirements

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