Job Description
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JOB DESCRIPTION AND POSITION REQUIREMENTS: The Penn State Great Valley School of Graduate Professional Studies invites applications for a Conference Planning Services Event Planner.
This position is responsible for operating the conference services business for Penn State Great Valley which generates over $250,000 in revenue by renting space to corporate clients for training purposes. This position provides oversight of the corporate client experience while renting space, coordinates campus maintenance, janitorial, security, and audiovisual support for campus events, oversees the 25Live event management system and internal requests for campus space and resources, and cultivates new conference services business. This position manages vendor relationships with preferred caterers who service our clients, linen rental companies, piano tuners, etc. This position also manages the department budget, including revenue and expense projections, billing and collections, revenue reporting, and approving financial reports.
This position will report to Penn State Great Valley's Director of Business Development, will oversee the Conference Planning Services business, and will be filled at the Intermediate or Advanced level depending upon the successful candidate's competencies, education, and experience.
This is a 1-year appointment-funded position with an excellent possibility of re-funding.
Conference Planning Services (CPS) Duties: - Plan, coordinate, and manage all CPS clients and events including the coordination of contracts, staffing, room layouts, AV/technology needs, and catering.
- Assist internal stakeholders with hosting various in-person, hybrid, and virtual events.
- Cultivate client relationships and prospective clients through marketing efforts (mass emails, online marketing campaigns, website updates, attending networking events, and participating in meetings and calls with clients).
- Work with Director of Business Development to drive marketing strategy, develop awareness of Penn State Great Valley and conference planning services, and build synergies between CPS and Penn State Great Valley's other client-facing services, including continuing education and the LaunchBox.
- Work with the campus financial officer (FO) to review rental rates for conference facilities and prepare revenue and expense projections.
- Report budget versus actual revenue monthly to the FO. Oversee all billing and collections for conference clients.
- Maintain working knowledge of University procurement and contract policies.
- Manage a team of event support staff.
Minimum Education and Experience: - Associate's degree and 2+ years relevant experience in event planning, marketing, or a similar field or an equivalent combination of education and experience.
- Basic knowledge of sales and marketing strategies and techniques.
- Strong skills in managing both individuals and teams and experience in performance management, employee relations, and conflict resolution.
- Excellent written and verbal communication skills, and particularly the ability to present information clearly and concisely in both oral and written form.
- Ability to work effectively with a diverse campus and corporate community.
- Strong interpersonal skills.
- Well-developed problem-solving skills and attention-to-detail. Ability to resolve CPS client issues quickly and efficiently with open and accurate communication.
- Comfort with a variety of technologies including PowerPoint, Zoom, and Teams
- Comfort in questioning the status quo and improving longstanding processes for the greater good.
- Ability to manage others while working independently and as a team member.
- Experience working with multiple stakeholders on a single project.
Preferred Qualifications:
- Bachelor's degree and 2+ years project management experience (ideally planning conferences and large-scale and/or complex events)
- Experience with Microsoft Office, 25Live, and/or Salesforce
This position offers the possibility of a flexible work arrangement that combines remote and on-campus work. Travel to campus will be required. Questions related to flexible work should be directed to the hiring manager during the interview process.
Candidates for consideration must submit a cover letter and a resume. Review of applicant materials will begin immediately and continue until the position is filled.
Employment with the University will require the successful completion of background check(s) in accordance with University policies.
The Pennsylvania State University is committed to and accountable for advancing diversity, equity, and inclusion in all its forms. We embrace individual uniqueness, foster a culture of inclusive excellence 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 inclusive excellence as a core strength and an essential element of our public service mission.
The salary range for this position, including all possible grades is:
$46,400.00 - $74,000.00
Salary Structure - additional information on Penn State's job and salary structure.
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.
Employment with the University will require successful completion of background check(s) in accordance with University policies.
EEO IS THE LAW 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. 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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Job Tags
Contract work, For contractors, Immediate start, Remote job, Flexible hours,