Events & Rental Management Intern

APPLICATION INSTRUCTIONS:

• CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. Please do not apply here, apply internally through Workday.

• CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please 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.

Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants.

JOB DESCRIPTION AND POSITION REQUIREMENTS The Arboretum at Penn State is offering one paid ($16.00/hr. undergraduate, $17.00/hr. graduate) summer internship for undergraduates, graduate students, and recent graduates interested in career paths in event management and related topics. This position will work approximately 20 hours/week and will run for 18 weeks preferably beginning in May and concluding following the annual Pumpkin Festival in October; however, start and end dates are negotiable. Internship responsibilities will be a combination of in-office work (weekdays), and event management and staffing (primarily nights and weekends).

Experience: This internship provides a hands-on introduction to event management and customer service in a public garden setting. With the guidance and support of the Events & Rentals Manager, the successful candidate will gain event management experience with inter-departmental organization, timelines, logistics, and on-site coordination at rental spaces within the Arboretum. Additionally, this position will provide exposure to the rental contract process from inquiry to execution. The program will immerse the candidate in the world of public gardens, visitor services, and volunteer management while integrating public relations and donor support skills.

Primary Responsibilities:

• Attend event meetings alongside the Events & Rentals Manager and client to walk through the details of the event, answer questions, generate ideas, and outline garden and event rules, regulations, and guidelines.

• Create and maintain up-to-date timelines for each rental event, including creating or adjusting event diagrams, layouts, and maps.

• Communicate timelines, rules and regulations, and event logistics (including items of special notice) to event vendors. This may include collecting certificates of insurance and licensing for caterers, when applicable.

• Coordinate venue setup and teardown, including event and directional signage and placement of ropes and stanchions, while preserving the integrity of the property and meeting the clients’ needs.

• Assist with event risk assessment and coordination of emergency response as needed (e.g. inclement weather, medical emergencies).

• Collaborate with the Volunteer Program Manager in the administration of scheduling, overseeing, and coordinating our diverse volunteer workforce.

• Maintain a solution-oriented mindset in response to last-minute changes and provide guest feedback for enhancing rental areas and guest experience.

• Act as an informal “garden guide” for guests with common and general Arboretum knowledge and enthusiasm, while upholding DEIB confidence.

Qualifications: Applicants should be undergraduates, graduate students, or recent graduates. They should demonstrate a strong interest in event management, recreation and tourism management, conferences and institutes, hospitality, business management, garden or museum studies, or other similar fields. The preferred applicant will demonstrate professional customer service skills and the desire to learn. Strong organizational skills, attention to detail, and familiarity with the Microsoft Office suite are expected.

Requirements:

• Resume or CV

• Cover letter

Application:

• Applications must be submitted online via WORKDAY
• Include a cover letter, resume or CV, and reference materials with your application.
• Deadline for application is February 26, 2027

Qualified applicants will be contacted for interviews to be scheduled beginning in March 2027.

BACKGROUND CHECKS/CLEARANCES This position requires the following clearances in addition to applicable background checks: PA State Police Criminal Background Check, PA Child Abuse History Clearance Form, and Federal (FBI) Fingerprint Criminal Background Check.

CAMPUS SECURITY CRIME STATISTICS 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.

EEO IS THE LAW Penn State is an equal opportunity employer and is 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. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.

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