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Reference #: REQ0000058844
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.JOB DESCRIPTION AND POSITION REQUIREMENTS:
The Office on Entrepreneurship and Commercialization (OEC) is seeking an experienced Events and Facilities Coordinator, who is detail-oriented and highly motivated to plan, promote, and implement internal and external events for the Eric J. Barron Innovation Hub.Reporting to the Director of Administration, the Events and Facilities Coordinator is a full-time in-person position with the ability to work some nights and weekends.Key Responsibilities:Event Planning and Coordination:
Complete the event intake form for all events.
Coordinate a variety of events, seminars, retreats, symposiums, banquets, workshops, conferences, quarterly meetings, and other special activities for the event space in the Eric J. Barron Innovation Hub.
Coordinate visitor travel, lodging, and honorariums for guest speakers.
Develop itineraries for guests and hosts, collect presentation documents, meet with guest lecturers to ensure all paperwork is complete and accurate.
Work with the Invent Penn State marketing team for all event-related marketing, communication, and public relations needs, coordinate with hosts on promotional materials for events, gather information, for brief abstract details from guest speakers, prepare information packets, name tags and guest lists.
Coordinate with team members for menu planning/catering.Facilities Coordination:
Serve in the capacity of on-site venue manager for all internal and external events.
Schedule and track all requests for events space in the 25LIVE scheduling system (internal room reservation system).
Coordinate with team members for audio/video needs, and room setup.
Communicate room fee structure to all inquiries.
Coordinate event setup/tear down, rentals, etc. with a Grade 8 tech service employee.
Field questions from clients related to parking, load in/load out, catering, rental deliveries, etc.
Create diagrams with room layout options for clients and Office of Physical Plant (OPP) work orders.
Maintain and monitor budgets and expenditures related to event space, manage direct billing of internal and external customers for event space usage and work with the financial specialist to monitor all accounts payable and receivable charges.
Assisting with the oversight of the facility, ensuring cleanliness, maintaining the appearance of painted surfaces, and coordinating repairs in collaboration with the Grade 8 Tech Services employee or the Office of Physical Plant (OPP).
Make sure audio/video equipment is functioning and operational.
Provide tours of the Eric J. Barron Innovation Hub as requested by internal or external stakeholders.Education and Experience: This position requires a minimum of an Associate's Degree, or an equivalent combination of education and experience.The candidate should be familiar with or willing to learn SAP Concur (travel booking and expense reimbursement system), SIMBA (financial system), 25Live Conference Room booking system, Adobe Workfront, Microsoft Office Suite, and have the ability and willingness to learn new technologies as required.The ideal candidate should:
have a positive attitude, be dependable, customer-service focused, and committed to excellence.
work independently as well as within a group.
show excellent judgment, prooing, and interpersona skills, and be self-motivated to simultaneously carry forward multiple projects with professionalism.
efficiently organize and prioritize multiple projects and tasks to meet tight deadlines.
maintain confidentiality.
be detail oriented.
be able to work under minimal supervision.Application: Candidates for consideration must submit a cover letter and a resume. Review of applicant materials will begin immediately and continue until the position is filled.The Pennsylvania State University and The Office of Entrepreneurship and Commercialization are committed to and accountable for advancing diversity, equity, and inclusion inall ofits 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 (75% discount for spouse and children), and paid holidays. Please visit https://hr.psu.edu/current-employee/benefits for more detailed information.The salary range for this position, including all possible grades is:
$42,100.00 - $61,000.00Salary Structure - additional information on Penn State's job and salary structure.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.Employment with the University will require successful completion of background check(s) in accordance with University policies.EEO IS THE LAWFederal Contractors Labor Law Poster
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University Park, PAPenn State is an equal opportunity, affirmative action 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.
