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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.

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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 regard