Events Assistant, School of Global Languages, Literatures, and Cultures

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Approval of remote and hybrid work is not guaranteed regardless of work location.For additional information on remote work at Penn State, seeNotice to Out of State Applicants.

POSITION SPECIFICS

The School of Global Languages, Literatures, and Cultures (SGLLC) is seeking an Events Assistant to ensure the success of the multiple events its five departments and additional centers, programs, and institutes host each year.

The five academic departments within SGLLC are Asian Studies; Comparative Literature; French and Francophone Studies; Germanic and Slavic Languages and Literatures; and Spanish, Italian, and Portuguese.

This position will work with faculty, graduate students, guest speakers, and vendors to plan and oversee events, such as lectures, conferences, and award ceremonies, throughout the year (including during the summer semester).

The Events Assistant will also handle event promotion and financial submissions for related expenses.

The Events Assistantwill work both independently and collaboratively in a shared office space to completethis position's responsibilities, which include but are not limited to:

• Work with faculty and graduate students on event logistics (e.g., coordinate dates and itineraries, discuss potential speakers and event space)

• Reserve event venues and necessary equipment

• Secure travel arrangements (which can include international travel) and create itineraries for guest speakers and other visitors

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

• Effectively work with outside vendors on registration, secure the necessary contracts for event space use

• Execute pre-event checklists and address or elevate issues as needed

• Process post-event surveys and evaluations; identify and recommend areas for improvement

• Maintain contacts, agreements, and event records; prepare summary and status reports

• Promote events and relevant news utilizing social media, including content creation, audience engagement, inquiry response, and content calendar management

• Create graphics, posters, banners, and other promotional materials in Canva; obtain necessary design approvals prior to distribution

• Maintain websites for multiple units, working with IT on more complex website edits

• Process honorariums as requested by faculty, which may include detailed communication with speakers and coordination with purchasing and finance teams

• Review invoices for accuracy and address any discrepancies with vendors

Important Note: The Events Assistant is expected to attend the start of conferences/events to ensure all arrangements are in place, register attendees, ensure room is presentable, food has arrived, take photographs of the event, and assist with any IT needs for presentations. Travel around the local area may be required to pick up supplies necessary for events.

As such, this position requires a flexible schedule to work infrequent evenings to support events and awards ceremonies.

The Events Assistant will utilize various software to complete the above responsibilities, including Adobe Illustrator; Microsoft Word for professional documentation; Microsoft Excel for data organization, analysis, and reporting; and Microsoft PowerPoint for creating clear, engaging presentations to support communication and decision making.

• Excellent communication and customer service skills; inclusive and respectful when working with others

• Committed to fostering a positive and efficient working environment for coworkers and collaborators

• Ability to work effectively in a fast-paced, changing environment

• Ability to stay organized with a high attention to detail and accuracy while multi-tasking

• Demonstrated proficiency with Microsoft Office tools, particularly Word, Excel, and PowerPoint or comparable software.

• Experience in creating content for social media platforms in a professional setting

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

Applicants must submit a cover letter addressing their interest and relevant experience, in addition to a resume.

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.

Important Note:

In accordance with College guidelines, this position requires a minimum of three days per week of on-site work at the designated work location.

BACKGROUND CHECKS/CLEARANCES

SALARY & BENEFITS

Salary Structure - Information on Penn State's salary structure

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.

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.

EEO IS THE LAW

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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