Coordinator of Institutional Events (Constituent Programming and Events Officer 3)

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JOB DESCRIPTION AND POSITION REQUIREMENTS:

Current Opportunity for Coordinator of Institutional Events, Penn State Health and Penn State College of Medicine (Constituent Programming and Events Officer 3)

During Penn State’s recently completed strategic campaign, A Greater Penn State for 21st Century Excellence ,  the University deepened its investment in fundraising, enhancing its nationally recognized development operation and employing talented, innovative professionals to engage donors and grow their connection to, and investment in, the institution. Continuing this success, a position is now available for a Coordinator of Institutional Events in the Development Office at Penn State Health and Penn State College of Medicine.

The Pennsylvania State University is committed to ensuring that diversity, equity and inclusion are central to the success of a world-class research institution. We are concerned uniquely with the institutional change required for visioning and realizing a more socially just university, and seek candidates who fully embrace this vision.

The Coordinator of Institutional Events reports to the Director of Donor Relations and works closely with colleagues in Development, academic and health system leadership, and other internal and external partners to plan, promote, and execute high-quality, in-person and virtual events that inspire and honor our donors, while strengthening their engagement with our mission. Primary duties include:

• Developing and maintaining an annual calendar of events (with guidance from the Director of Donor Relations).
• Establishing event timelines and managing logistics (including, but not limited to, identifying and securing appropriate venues or virtual platforms; negotiating goods and services with external vendors; overseeing the contract approval process; selecting menus; tracking budgeted expenses; coordinating and confirming availability of leadership participants; and preparing and disseminating event briefing documents for internal and external VIPs). 
• Collaborating with Director of Donor Relations and/or other Development and institutional partners to develop guest lists and manage the invitation and RSVP processes. 
• Overseeing the production and distribution of event promotions and collateral materials (e.g., save-the-dates, invitations, reply forms, registration confirmations, displays, programs, name tags, PowerPoint presentations, party favors, etc.).
• Managing overall event flow (including directing colleagues, volunteers, and vendors and troubleshooting issues that arise during events). 
• Coordinating post-event follow-up (e.g., thank you to guests, coding participants in database, debrief meeting with planning team and/or appropriate gift officers).

TYPICAL EDUCATION & EXPERIENCE

The position typically requires a bachelor’s degree or higher and four years or more of related experience, or an equivalent combination of education and experience. The successful candidate will be able to navigate a complex organizational environment demanding high energy, discretion, patience, enthusiasm, and humor; have flexibility to attend evening and/or weekend events and to travel on an as-needed basis; and be detail oriented and adept at prioritizing work to effectively manage multiple projects simultaneously. They will also have exemplary interpersonal and communication skills; working knowledge of digital technologies and virtual meeting platforms; a proven ability to self-motivate and work both independently and as part of a team; a passion for higher education and/or healthcare; and an appreciation for and understanding of diverse audiences and communities.

Operation of a motor vehicle as part of the position’s duties and a valid driver’s license is required. Successful completion of a motor vehicle records check, in addition to standard background checks, is also required, as well as the following: PA State Police Criminal Background Check, PA Child Abuse History Clearance Form, and Federal (FBI) Fingerprint Criminal Background Check.

The Division of Development and Alumni Relations is supportive of flexible work arrangements when aligned with the ability to meet the needs of the unit and the essential duties of the position. Questions related to flexible work arrangements should be directed to the hiring manager during the interview process.

Penn State’s Division of Development and Alumni Relations

As a member of the Division of Development and Alumni Relations Development, you can play an integral role in Penn State’s future and contribute to one of the most successful fundraising and alumni relations operations in the country. We’re looking for leaders who believe in the power of higher education—and philanthropy—to shape the public good. Learn more about the Division of Development and Alumni Relations at raise.psu.edu and explore the success of our most recent campaign at greaterpennstate.psu.edu

Building a Career and a Life at Penn State

Penn State is also committed to ensuring that diversity, equity, and inclusion are central to the success of a world-class research institution. We are concerned uniquely with the institutional change required for visioning and realizing a more socially just University: equity.psu.edu/diversity-resources

This position is based at the College of Medicine in Hershey, Pennsylvania. With proximity to New York, Washington, D.C., Philadelphia, and other major metropolitan centers, and with strong ties to Penn State’s University Park campus, located less than two hours away, Penn State Health and Penn State College of Medicine connects central Pennsylvania with world-class medical care, research, and education. Known to residents and visitors as “the Sweetest Place on Earth,” the city of Hershey is still home to the chocolate company created by Milton S. Hershey, and thousands of families each year enjoy the fun of Hershey Park, with its more than seventy rides and attractions. Hershey also welcomes avid golfers to four world-class courses, and the area offers a range of outdoor activities, including fishing and biking. Penn State Health Milton S. Hershey Medical Center is just thirteen miles from the center of Pennsylvania’s state government in Harrisburg, ranked as one of the top cities in the country to raise a family. To discover why residents love our region, please visit:  http://visithersheyharrisburg.org  

As Penn State employees, development professionals receive excellent medical, dental, and vision coverage; retirement contributions and plans; substantial tuition discounts for themselves, their spouses and domestic partners, and their unmarried children; and access to life and long-term care insurance.  More information about working at Penn State can be found at https://hr.psu.edu/prospective-employee .

 

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 applications without regards to race, color, religion, age, sex, sexual orientation, gender identify, 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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