Events Assistant, College of the Liberal Arts

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POSITION SPECIFICS

The departments of African Studies,African American Studies, andWomen's, Gender, and Sexuality Studies are seeking an Events Assistant to ensure the success of the dozens of events the departments host each year.

This position will work with faculty, guest speakers, and vendors to plan events, such as lectures, conferences, and award ceremonies. The Events Assistant will also handle promotion and financial submissions for related expenses.

The Events Assistant will work both independently and collaboratively, utilizing organizational and multi-tasking skills, to complete this position's responsibilities, which include but are not limited to:

• The management and oversight of numerous events for the three departments and programs during the fall, spring, and summer semesters; this includes working with a diverse group of visitors and faculty to secure necessary visa paperwork, managing lodging and itineraries, and securing travel arrangements (which can include international travel)

• Process all travel reimbursements for events and work with department management on the events' budgets

• Interpret University policies to effectively work with outside vendors, vendor registration, secure the necessary contracts for space use, manage rooming lists, and coordinate itineraries for multiple days

• Attend the start of conferences/events to ensure all arrangements are in place and to register attendees, ensure room is presentable, food has arrived, take photographs of the event, and assist with any IT needs for presentations

• Design posters and banners for events and award ceremonies

• Handle all social media posts and newsletters for all three units, working with department heads and faculty on content

• Process honorariums as requested by faculty, which may include extensive and detailed communications with speakers, as well as the purchasing and finance teams

• Review invoices for accuracy and address any discrepancies with vendors

After training, the Event Assistant will also work with several social media outlets (e.g., Facebook, Instagram, X) and various software including Microsoft Office and Sway, Adobe Illustrated, and Canva.

Qualifications:

• Excellent communication and customer service skills

• Ability to be detail-oriented, as well as to manage and prioritize tasks

• Commitment to creating a positive and efficient working environment

• Demonstrate a genuine appreciation for working with diverse audiences

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

Additional Information:

The College of the Liberal Arts is supportive of flexible work arrangements when aligned with the ability to meet the needs of the unit and the essential duties of the position. Questions related to flexible work should be directed to the hiring manager during the interview process.

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SALARY & BENEFITS

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Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.

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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.

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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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