The Huck Institutes of the Life Sciences is seeking an Events Coordinator (Administrative Support Coordinator 3) , who is detail-oriented and highly motivated to plan, promote and implement interdisciplinary events hosted by the Associate Director for Strategic Initiatives, various Huck Centers and Institutes, as well as the six Huck Interdisciplinary Graduate Degree Programs (IGDP) and provide administrative support, as needed, to the Graduate Programs Office in the Huck Institutes of the Life Sciences.

Responsibilities: The duties of this position include but are not limited to the following:

• Event Organization and Implementation: Coordinate a variety of special events, seminars, retreats, symposiums, banquets, workshops, IGDP weekly and biweekly seminars and the monthly Huck Institutes Distinguished Lecture Series.
• Coordinate with team members for A/V needs, menu planning/catering.
• Coordinate visitor travel, lodging and honorariums for guest speakers.
• Develop Itineraries for guests and hosts, collect presentation documents, meet with guest lecturers to ensure all required paperwork is complete and accurate.
• Organize two week-long NIH Training Grant Bootcamps each year at University Park, involving 30-45 participants each.
• Provide administrative support to the Huck Graduate Student Advisory Council (HGSAC) for the university-wide Life Sciences Symposium held in May: Collect event registration information, reserve venue space, order catered meals, coordinate lodging, and process honorarium payments and poster award distributions in SIMBA (financial system).
• Promotion and Marketing: Responsible for all event-related marketing, communication, and public relations. Coordinate with hosts on development of promotional materials for events, gather information for brief abstract details from guest speakers; prepare information packets, name tags and guest lists; coordinate with Huck Strategic Communications Office to develop publicity and materials (e.g. tri-fold brochures, posters, etc.) as needed.
• Oversee Huck Graduate Program graduate student three-day welcome/orientation events in August and three graduate recruiting events held during January/February each year.
• Maintain and monitor Graduate Program budget and expenditures. Enter travel and event expense reimbursement requests in SAP Concur and enter honorarium payments and non-PO invoice payments in PSU’s Financial System (SAP/SIMBA) related to Graduate Program events. Complete labor distribution in SIMBA for Huck Graduate Assistants and Fellows.
• Cross train with other Graduate Program staff as needed to ensure office continuity.

Education and Experience: This position typically requires an Associate's Degree or higher and 3+ years of experience, or an equivalent combination of education and experience.

The ideal candidate should:

• Have a positive attitude, be dependable, student-success focused, and committed to excellence.
• Work independently as well as within a group
• Show excellent judgment, proofreading, and interpersonal skills, and be self-motivated to simultaneously carry forward multiple projects with professionalism.
• Efficiently organize and prioritize multiple projects and tasks to meet tight deadlines.
• Maintain confidentiality.
• Be detail-oriented.
• Be able to work under minimal supervision.

Familiarity with SAP Concur (travel booking and expense management system), SIMBA (financial system), 25Live (Conference Room booking system), File Maker Pro (FMP) is highly desirable, and the ability and willingness to learn new technologies as required.

Application: Candidates must submit a cover letter and a resume for full consideration. Review of applicant materials will begin immediately and continue until the position is filled.

The Pennsylvania State University and The Huck Institutes of the Life Sciences are committed to and accountable for advancing diversity, equity, and inclusion in all of 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.

Penn State offers competitive benefits to full-time employees, including medical, dental, vision, and retirement plans, in addition to tuition discounts, and paid holidays. Please visit https://hr.psu.edu/prospective-employee for more detailed information.

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.

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