Events and Project Coordinator (Event Planning Assistant) in Mechanical Engineering
Pennsylvania State University
University Park, PA
Full-time
Engineering
Posted on May 3, 2024
Events and Project Coordinator (Event Planning Assistant) in Mechanical Engineering
The Department of Mechanical Engineering at the Pennsylvania State University is seeking an Events and Projects Coordinator. This is an important role in the Department of Mechanical Engineering, responsible for the planning, promotion, implementation, and evaluation of department events, meetings, activities, and special projects, as well as implementing a variety of virtual, hybrid, and in-person meeting formats. Additionally, the Events and Projects Coordinator serves as the point of contact for guests and visitors, provides support to the Department Head Office, and supports the Graduate Program Office by providing on-site presence and completing tasks and duties in serving our students and faculty.
Specific duties include, but are not limited to:
- Conceptualize, coordinate, promote, supervise, support, and evaluate departmental in-person and virtual/hybrid events, meetings, activities, and special projects.
- Manage meetings and events that range from small group meetings to large events with 100+ attendees.
- Develop and monitor budget allocations for upcoming events.
- Process transactions, including travel and lodging, for visitors and guests.
- Coordinate catering, room reservations, and itineraries for seminars, workshops, and other events.
- Collaborate with IT department to prepare technologies for virtual or hybrid meetings and events.
- Collaborate with the communications team to create publicity and materials for events and projects.
- Aid faculty and staff with new initiatives, including obtaining permissions, scheduling and registrations, purchasing of supplies and materials, promotion and publicity, and liaising with the College, University and external participants.
- Provide administrative support for both our Department Head Office and Graduate Program Office by creating and processing financial documents, as well as serving as backup for faculty searches, faculty evaluation, P&T, and general office operations.
- Assist graduate program coordinator with processing graduate documents and forms. In addition, provide on site presence in order to assist students and faculty.
- Special projects and duties as requested by the Department Head.
Requirements and Qualifications:
This position will be filled at the Intermediate Support or Senior Support level, depending on the successful candidate's experience and education. The Intermediate Support level requires a high school diploma/GED or vocational training/degree and 2+ years of relevant experience, or an equivalent combination of education and experience. Additional experience and/or education are required for higher level positions.
The successful candidate will work regularly with Microsoft Word, Excel, and Publisher. The Events and Projects Coordinator must be able to work effectively both independently and as a collaborative member of a high functioning team. In addition, the successful candidate must have excellent organizational and multitasking skills, as well as be able to work well with a diverse population of students, faculty, staff, and others. Special events planning and management experience a plus. Experience with Penn State systems is desirable but not required.
Additional Information:
Further information on the Department of Mechanical Engineering can be found at https://www.me.psu.edu/.
The College of Engineering 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.
The Pennsylvania State University is committed to and accountable for advancing diversity, equity, and inclusion in all of 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.
Apply online at https://psu.wd1.myworkdayjobs.com/PSU_Staff/job/Penn-State-University-Park/Events-and-Project-Coordinator--Event-Planning-Assistant--in-Mechanical-Engineering_REQ_0000055693-1
CAMPUS SECURITY CRIME STATISTICS: For more about safety at Penn State, and to review the Annual Security Report which contains information about crime statistics and other safety and security matters, please go to http://www.police.psu.edu/clery/, which will also provide you with detail on how to request a hard copy of the Annual Security Report.
Penn 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.
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