APPLICATION INSTRUCTIONS:

• CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. Please do not apply here, apply internally through Workday.

• CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.

• If you are NOT a current employee or student, please click “Apply” and complete the application process for external applicants.

JOB DESCRIPTION AND POSITION REQUIREMENTS:

The Department of Mechanical Engineering at the Pennsylvania State University is seeking an Events and Projects Coordinator. This is an important role in the Department of Mechanical Engineering, responsible for the planning, promotion, implementation, and evaluation of department events, meetings, activities, and special projects, as well as implementing a variety of virtual, hybrid, and in-person meeting formats. Additionally, the Events and Projects Coordinator serves as the point of contact for guests and visitors, provides support to the Department Head Office, and supports the Graduate Program Office by providing on-site presence and completing tasks and duties in serving our students and faculty.

Specific duties include, but are not limited to:

• Conceptualize, coordinate, promote, supervise, support, and evaluate departmental in-person and virtual/hybrid events, meetings, activities, and special projects.

• Manage meetings and events that range from small group meetings to large events with 100+ attendees.

• Develop and monitor budget allocations for upcoming events.

• Process transactions, including travel and lodging, for visitors and guests.

• Coordinate catering, room reservations, and itineraries for seminars, workshops, and other events.

• Collaborate with IT department to prepare technologies for virtual or hybrid meetings and events.

• Collaborate with the communications team to create publicity and materials for events and projects.

• Aid faculty and staff with new initiatives, including obtaining permissions, scheduling and registrations, purchasing of supplies and materials, promotion and publicity, and liaising with the College, University and external participants.

• Provide administrative support for both our Department Head Office and Graduate Program Office by creating and processing financial documents, as well as serving as backup for faculty searches, faculty evaluation, P&T, and general office operations.

• Assist graduate program coordinator with processing graduate documents and forms. In addition, provide on site presence in order to assist students and faculty.

• Special projects and duties as requested by the Department Head.

Requirements and Qualifications:

This position will be filled at the Intermediate Support or Senior Support level, depending on the successful candidate's experience and education. The Intermediate Support level requires