Penn State Job Catalog

The defined natural career progression within or between job profiles.

Events Specialist

The Events Specialist plans and organizes large-scale events; collaborates with internal stakeholders to understand objectives and developing event budgets; researches and recommends venues; coordinates logistics including transportation, accommodations, meals, and technology; builds and maintains relationships with vendors; directs personnel to ensure operations run smoothly on the day of the event.

• Advise customers 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 issues
• Maximize revenue by implementing cost containment measures, promoting internal services, and upselling products and services
• Generate event work orders and communicate with internal stakeholders
• Coordinate the logistics and delivery of products and services; may manage inventory
• Ensure availability of signage, displays, printing, technology, and any special requirements
• Monitor schedules, organizational service levels, and standards
• Maintain documentation through applicable software programs to track performance and to assist in business development efforts
• Communicate designated rates; receive, record and post deposits and payments
• 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
• Conduct post-event evaluations; determine improvement areas
• Develop ongoing client relationships to foster future business/revenue opportunities
• May coordinate services such as accommodations, transportation, tours, and event security
• May hire, train, coach, supervise, schedule, and evaluate employees; recommend, plan, and coordinate professional development opportunities; adhere to Collective Bargaining Agreement provisions

Level:

– Supervisor

Base Description:

– Supervises direct reports, but primarily completes activities, tasks, and/or projects of a functional nature.

Level Summary:

– Demonstrates appropriate knowledge to perform own work; spends majority of time on tasks related to own job responsibilities. Demonstrates baseline planning, organizing, directing, and facilitating skills. Reviews completed work of others to verify accuracy and quality. Follows recommended approaches to assigned work. Supervises assigned staff and coordinates routine work activities. Monitors employee interactions and facilitates a productive working environment. Communicates instructions and policies in a consistent, effective and timely manner. Identifies and addresses concerns appropriately. Makes recommendations for possible solutions.

Supervisory Responsibilities:

– Typically oversees at least 2 full–time direct reports or equivalent team of part–time and/or student workers (for Support track, performs work at Senior Support level or higher; for Professional track, performs work at the Advanced Professional level or higher)

Fiscal Responsibilities:

– May validate and pay invoices
– May monitor/track budgets for specific area and/or grant(s)

Problem Solving:

– Encounters generally routine problems with progressively more complex and/or varied problems
– Typically follows standard operating procedures to resolve problems
– May apply specialized knowledge and skills to resolve complex and/or varied problems
– Applies proven and tries new approaches when solving problems

Independence of Action:

– Works with minimal supervision on difficult work assignments, conferring with manager on unusual matters
– Follows precedents and procedures
– Organizes work of direct reports and may set priorities within general guidelines established by manager
– Reviews the work of others to verify accuracy, quality, and conformance to required procedures and special instructions

Communication and Collaboration:

– Communicates internally within working unit and the University
– Communicates with external audiences for scheduling/coordination
– May communicate with external audiences for business purposes
– Collaborates closely with team members; may interact with other staff outside of area
– Utilizes a communication style that is appropriate for a given situation
– Interprets and communicates information, ideas and instructions clearly and accurately both verbally and in written materials

• Comp Grade – 8
• Minimum – $51,000.00
• MidPoint – $62,500.00
• Maximum – $74,000.00