Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants.
POSITION SPECIFICS
Position Summary:
The Events Specialist plays a key role in the planning, coordination, and execution of landmark events for the College of Medicine, including those supporting the MD, PA, and Graduate student populations. This position ensures high-quality, strategically aligned events that celebrate academic milestones, foster community engagement, and reflect the College’s mission and values.
Key Responsibilities:
Event Planning and Execution – Develop, implement, and manage a comprehensive portfolio of College of Medicine special events including: MD and PA Program White Coat Ceremony, New Student Orientation, MD Program Anatomy Memorial Ceremony, Clinical Education Partnership Meeting (MD & PA), Student Clinicians Ceremony (MD & PA), Match Day, EdVenture Resident Teaching Awards, Deans Award Ceremony (MD, PA, Graduate Students), Military Promotion Ceremony, Commencement Ceremonies (MD, PA, Graduate Students). Coordinate all event logistics including venue selection, catering, A/V needs, parking, and volunteer coordination.
Wellness Activities/Student Engagement – In concert with the Assistant Dean of Student Affairs, plan, organize, implement, and advertise wellness/student engagement activities throughout the academic year to support student well-being and engagement.
Communications and Marketing – Coordinate the design, content, and production of all event-related publications including invitations, programs, signage, and promotional materials. Assist with writing and editing of proposals, internal reports, and communication materials. Manage event communications through direct mail, email campaigns, and digital outreach.
Vendor and Budget Management – Negotiate, process, and manage contracts with venues, caterers, hotels, and other service providers. Track expenses and ensure events are delivered within budget.
Data and Evaluation – Manage event registration and track attendance. Analyze post-event data and provide reports on outcomes and effectiveness. Recommend improvements and new creative strategies to enhance future programming.
Stakeholder Collaboration – Collaborate with committees, College of Medicine faculty and staff, and external partners to ensure successful event planning and execution. Provide consultative support regarding event etiquette, protocol, and strategic alignment.
Inventory and Resource Management – Maintain inventory of promotional items, printed materials, office supplies, and event-specific resources.
Supervision and Staff Development – Train, supervise, and assign work to support staff and student workers as needed.
MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS
Bachelor's Degree 6+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: None
BACKGROUND CHECKS/CLEARANCES
This position requires the following clearances in addition to applicable background checks: PA State Police Criminal Background Check, PA Child Abuse History Clearance Form, and Federal (FBI) Fingerprint Criminal Background Check.Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.
SALARY & BENEFITS
The salary range for this position, including all possible grades, is $56,200.00 - $81,500.00.
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.
The Pennsylvania State University is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission.