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POSITION SPECIFICS
The School of Hospitality Management in the College of Health and Human Development is seeking an Events Specialist to organize small and large-scale events for the School. This position collaborates with internal and external Faculty, Staff and Alumni stakeholders to develop, track and events including managing event budgets, researching and recommending venues; coordinating logistics including transportation, accommodations, meals, and technology; and maintaining relationships with vendors.
RESPONSIBILITIES
Advise on developing event plans, including objectives, venue selection, decor, sequence of events, layout of spaces, equipment rentals, and catering requirements
Meet with customers and/or service providers regarding products and services; negotiate contracts and make recommendations within the client's budget; resolve contract issues
Generate event work orders and communicate with internal stakeholders, including ensuring compliance with Penn State policies
Coordinate the logistics and delivery of products and services; may manage inventory, designated rates; receive, record and post deposits and payments
Order, track and ensure availability of signage, displays, printing, technology, and any special requirements, along with room reservations for events
Monitor Career Center schedules, organizational service levels, and standards, facilities space requests and event spaces
Maintain documentation through CVENT applicable software programs to track course enrollment and to assist in business development efforts
Monitor activities to ensure regulatory and policy compliance, participant satisfaction, and problem resolution
Serve as the point of contact for real-time adjustments or changes for all events. Conduct post-event evaluations; determine improvement areas
Develop ongoing client relationships to foster future business/revenue opportunities
Coordinate services such as accommodation, transportation, tours, and event security for faculty, staff and student events. Direct administrative details, such as event financial operations, promotional material dissemination, and inquiry response for contracts.
Ensure a safe and secure environment for staff, customers, and guests; address and appropriately respond to issues of concern
Oversee environmental management or sustainability programs addressing recycling, conservation, or waste management
May hire, train, coach, supervise, schedule, and evaluate students/interns; recommend, plan, and coordinate professional development opportunities; adhere to Collective Bargaining Agreement provisions; participate in grievance/arbitration proceedings
Serve as advisor on student groups, in addition to teaching 1 credit Meetings and Events Club course during the spring semesters.
Coordinating with faculty on student working hours while ensuring website is reflective of openings. Oversee website and marketing materials for School, including student organizations websites, student group social media pages, student group bulletin board and student organization canvas pages and platforms and monthly newsletters.
QUALIFICATIONS
Qualified candidates will demonstrate strength across several of the…