Events and Facilities Coordinator - Office of Entrepreneurship

• →Event Planning and Execution: Plan, coordinate, and execute conferences, workshops, seminars, networking events, executive meetings, and special programs, including Penn State Startup Week, Global Entrepreneurship Week, the Invent Penn State Venture & IP Conference, the W.E. Connect Conference, and other Office of Entrepreneurship and Research Ventures initiatives.
• →Venue and Facility Coordination: Manage event reservations and space utilization at the Eric J. Barron Innovation Hub, including the sixth-floor event facilities. Coordinate room configurations, audiovisual needs, catering, signage, equipment, parking, and facility setups with internal departments and external service providers.
• →Budget and Financial Management: Develop event budgets, prepare cost estimates, monitor expenses, coordinate invoicing and payments, and process event-related financial transactions through university systems, including SIMBA and SAP Concur.
• →Vendor and Client Relations: Serve as a primary point of contact for internal and external clients, vendors, speakers, and event participants. Coordinate service arrangements, assist with contract processes, resolve operational challenges, and maintain strong professional relationships.
• →Event Communications and Registration: Collaborate with the OE Marketing and Communications team to coordinate event promotion, agendas, invitations, registration, name tags, attendee communications, signage, and event materials.
• →On-Site Event Management: Oversee event-day operations, coordinate support personnel, troubleshoot issues, and make real-time adjustments to ensure successful execution and positive participant experiences.
• →Systems and Process Improvement: Maintain accurate event records, schedules, contracts, and financial documentation using Adobe Workfront, CollegeNET/25Live, and other University systems. Track event activity, evaluate outcomes, and recommend operational improvements.
• →Tours and Special Initiatives: Coordinate facility tours, special visits, donor engagements, and University leadership events. Participate in planning committees and support additional Office of Entrepreneurship initiatives as needed.
  

The successful candidate will possess strong organizational, communication, customer service, and project management skills, with demonstrated experience coordinating events, managing competing priorities, developing budgets, and working with diverse stakeholders.

The ability to exercise independent judgment, resolve problems, and adapt to changing priorities is essential.

Proficiency with Microsoft Office is required and and experience with event management systems is strongly preferred. Experience in higher education event planning is desirable.

This position is housed at the Eric J. Barron Innovation Hub in downtown State College, Pennsylvania, within Penn State's Office of Entrepreneurship.

The position offers a hybrid work schedule, with on-site attendance determined by operational and event needs. Due to the nature of this role, flexibility to work occasional evenings and weekends is required to support events, programs, and special activities.

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.

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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