Events Specialist - Fox Graduate School

APPLICATION INSTRUCTIONS: 1. 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. 2. 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. 3. 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, seeNotice to Out of State Applicants. POSITION SPECIFICS The Fox Graduate School seeks qualified applicants for the position of Events Specialist, to lead the planning and execution of events that support student engagement, alumni recognition, and the visibility of the Fox Graduate School. This position will be filled at the Events Specialist - Advanced Professional level. Reporting to the Director of Development and Alumni Relations, this position will collaborate with Graduate Enrollment services (GES) and Graduate Educational Engagement Programs (OGEEP), and manage a broad portfolio of events that advance the school's strategic, educational, and advancement goals. The ideal candidate will be a collaborative, detail-oriented professional with strong event management, organizational, and communication skills. The Events Specialist partners across the Fox Graduate School and the University to deliver high-quality events, enhance existing programs, and develop new initiatives that create meaningful experiences for students, alumni, faculty, staff, and stakeholders. Key Responsibilities: Event Planning and Execution 1. Lead the planning, coordination, and execution of Fox Graduate School events, including: 2. Graduate student orientations 3. Commencement ceremonies 4. Student awards and recognition events 5. Career and professional development programs 6. Summer Research Opportunities Program (SROP) events 7. Graduate student engagement initiatives and university-wide collaborations 8. Staff recognition, engagement, and development events 9. Coordinate event logistics, including venue reservations, catering, audiovisual services, transportation, signage, decor, and registration. 10. Serve as the primary contact for vendors, guests, and internal stakeholders. 11. Manage event operations, staffing, and issue resolution during events. 12. Conduct post-event assessments and recommend improvements. Communication and Collaboration 1. Partner with Strategic Marketing and Communications to support speeches, remarks, invitations, programs, and event communications. 2. Develop and distribute event materials, timelines, surveys, and stakeholder updates. 3. Collaborate with campus partners and external stakeholders to ensure alignment of event goals, messaging, and participant experience. 4. Work closely with the Alumni Relations and Stewardship Officer on shared events and engagement initiatives. Communication and Collaboration 1. Partner with Strategic Marketing and Communications to support speeches, remarks, invitations, programs, and event communications. 2. Develop and distribute event materials, timelines, surveys, and stakeholder updates. 3. Collaborate with campus partners and external stakeholders to ensure alignment of event goals, messaging, and participant experience. 4. Work closely with the Alumni Relations and Stewardship Officer on shared events and engagement initiatives. Financial and Administrative Support 1. Track and reconcile event expenses in accordance with university policies. 2. Maintain event records, contracts, timelines, and related documentation. Supervision 1 Supervise a 0.75 FTE support staff member and oversee student workers or volunteers during event planning and execution. Required Skills and Experience 1. Demonstrated experience planning and executing events. 2. Strong written and verbal communication skills. 3. Excellent organizational skills with the ability to manage multiple priorities simultaneously. 4. Ability to work independently, exercise sound judgment, and take initiative. 5. Experience managing large-scale or high-profile events and resolving issues in real time. 6. Proficiency with Microsoft 365 and event management platforms. 7. Strong customer service orientation and collaborative approach. 8. Flexibility to work occasional evenings and weekends. Preferred Skills and Experience 1. Experience planning events in higher education or nonprofit environments. 2. Familiarity with Penn State systems, including Workday, SIMBA, 25Live. Work Arrangement 1. Primarily office-based with regular on-campus event support. 2. Occasional evening and weekend work required. 3. Ability to transport event materials and work across multiple event venues as needed. MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS Bachelor's Degree3+ years of relevant experience; or an equivalent combination of education and experience acceptedRequired Certifications:None BACKGROUND CHECKS/CLEARANCES Employment with the University will require successful completion of background check(s) in accordance with University policies.Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S. SALARY & BENEFITS The salary range for this position, including all possible grades, is $54,060.00 - $78,444.00. Salary Structure - Information on Penn State's salary structure Penn State provides a competitive benefits pack