Administrative Support Coordinator 3 (Events/Project Coordinator)

Penn State University

Campus/Location:
University Park Campus
Campus City:
University Park, PA
Date Announced:
09/18/2019
Date Closing:
open until filled
Job Number:
90873
Level/Salary Band:
03 – G – Non-exempt
Work Unit:
College of Engineering
Department:
Dean's Office
Full/Part Time:
Full–Time

Description

The College of Engineering is seeking a team-oriented individual with superb customer service and event planning skills to serve as the Events/Project Coordinator for the Dean’s Office. This individual will serve as event liaison and establish and support new and existing processes, procedures and policies to ensure effective and efficient events and project management (specifically for the Dean, Senior Associate Dean, Associate Dean for Research and Graduate Programs, Associate Dean for Innovation, and Director of Industry Innovation). The Events/Project Coordinator will manage and execute logistics for private meetings, conferences, retreats, receptions, dinners, and external departmental review teams. The Events Coordinator will work directly with event sponsors and internal/external teams on all aspects of planning, facility selection, contracting, pricing, transportation, accommodations, food and beverage selections and audio/visual service arrangements. This position will work closely with individuals across the College and University, and with external visitors, guest speakers, industry professionals, caterers, meeting and conference venues, and high-profile alumni and donors. This position will maintain an annual calendar of meetings and events, leading and managing with the event or project lead, to create invitations, coordinate catering, schedule rooms and IT, and create agendas and itineraries. The Events/Project Coordinator will work closely with the College’s marketing and communications team to create event programs, materials, and invitations as well as maintain events information on social media platforms. This individual will prepare invitations through Qualtrics, Cvent, or other survey software. This position will coordinate annual budget projections for events, ensure that funding allocations support projections, and manage expenditures to keep events and projects within budgeted allocations. The Events Coordinator will manage and process all financial documents for each event through IBIS or ERS, adhering to University policies and procedures. The Coordinator will evaluate each event to maximize the visibility of the College of Engineering and create benchmarking information to improve and expand on future events and projects. Typically requires an Associate's degree or higher plus three years of related experience, or an equivalent combination of education and experience. Proficiency with standard computer applications and programs such as Microsoft Word, Excel, PowerPoint, Workday, IBIS, ERS, Outlook, Qualtrics and Cvent is preferred. Strong knowledge of University policies and procedures is preferred. This position requires a high level of organization and attention to detail, with the ability to multitask. Professionalism and excellent verbal and written communication skills are a must. This individual will be the on-site manager and contact for all events and may require evening and weekend hours. The candidate must demonstrate a genuine appreciation for working with diverse audiences and must be able to act independently as well as a member of the Dean’s Office. The Pennsylvania State University is committed to advancing diversity, equity, and inclusion in all its forms. We embrace individual uniqueness, foster a culture of inclusion 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 inclusion as a core strength and an essential element of our public service mission.

These salary bands have been established to provide salary guidelines for staff positions.

Salary Band Minimum Midpoint Maximum
A $16,584 $24,456 $32,328
B $18,240 $26,904 $35,556
C $19,728 $29,592 $39,456
D $21,708 $32,568 $43,416
E $24,312 $36,468 $48,612
F $27,228 $40,848 $54,456
G $30,012 $45,744 $61,500
H $34,188 $52,140 $70,080
I $38,988 $59,424 $79,908
J $43,716 $67,740 $91,812
K $50,712 $78,600 $106,488
L $58,836 $91,176 $123,528
M $68,232 $105,756 $143,292
N $80,508 $124,788 $169,068
O $93,492 $147,252 $201,024
P $110,340 $173,760 $237,192
Q $126,396 $199,056 $271,728
R $151,668 $238,872 $326,088