Job Information
Pennsylvania State University Program and Events Manager - IEE Services and Initiatives in University Park, Pennsylvania
APPLICATION INSTRUCTIONS:
CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process (https://pennstateoffice365.sharepoint.com/:b:/s/KnowledgeBaseArticlesSharing/EfiwgKReZ4VAjprFZPKWUm0Bq_sU3KzTmERfpryq0esPKQ) . 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. (https://pennstateoffice365.sharepoint.com/:b:/s/KnowledgeBaseArticlesSharing/Eeys15Xva4hFokHVtbP1eGIB5i1WFLc-J3k9KHgrFYZ7mg) 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 (https://hr.psu.edu/sites/hr/files/Application_Process_for_External_Applications_Non-Penn_State_Employees_.pdf) .
JOB DESCRIPTION AND POSITION REQUIREMENTS:
If you are a well-organized, detail-oriented individual with the ability and interest to plan, execute, and deliver a variety of program activities, apply today!
The Institute of Energy and the Environment (https://iee.psu.edu/) (IEE) at Penn State is seeking a Program and Events Manager to join our highly motivated and dedicated team. Located on the University Park campus in State College, Pennsylvania, IEE is one of seven interdisciplinary institutes organized under the Office of the Senior Vice President for Research (OSVPR). IEE supports the work of over 135 faculty and staff distributed across 7 research institutes, 3 consortia, 6 cost ecovery laboratories, several centers, and multiple programs.
The IEE Program and Events Manager is responsible for overseeing all aspects of IEE internal seed grant program, keystone events, or other program activities across the breadth of IEE’s portfolio. This position will collect requirements and inform stakeholders; establish program milestones and event timelines; oversee implementation with staff and leadership; draft and/or edit agendas; craft slides and presentations; analyze program data and monitor return on investment; and more. Program support will span the Climate Consortia; Ecology Institute, Center for Molecular Toxicology and Carcinogenesis, Core Facilities, five (5) Theme Groups,, and others. Event support will include IEE Annual Awards and Fellows Program, Theme Leads Meetings, and mor
Responsibilities: Responsibilities include but may not be limited to the following:
Seed Grant and InfoReady Campaign Management
Manage all aspects of the IEE Seed Grant program and support other IEE program InfoReady campaigns.
Coordinate with the IEE Director and program leaders to set the submission, review, selection, and notification timeline; draft request for proposals; set selection or scoring criteria; propose and select the review panel; etc.
Configure and manage InfoReady campaigns to accept, review, and award Seed Grant or other campaign submissions.
Schedule review panel meeting(s); track comments and decisions; distribute award and denial notifications; compile, edit, and send reviewer comments to applicants.
Send extension notices, document extension requests, collect final reports.
Establish, monitor, and create Seed Grant return on investment data.
Coordinate with the IEE Business and Finance functions to transfer funds and oversee all Seed Grant data collection and documentation (e.g. in InfoReady, FRApp, and SharePoint.)
Events Coordination and Management
Work with stakeholders to understand vision, collect requirements, and support the development of programs, agendas, and schedules for conferences, lectures, VIP visits, receptions, or other programmatic activities.
Prepare invites, track confirmations, and collect Speaker Agreements for guest presenters. Collect speaker profiles, photos, and abstracts where appropriate.
Reserve venues and negotiate contracts with internal Penn State units and external vendors; manage catering.
Ensure timely submission and approval of budgets, contracts, and expenditures.
Oversee visitor arrangements including transportation and lodging; honorarium; Zoom links, etc.
Manage events from set-up to clean-up; including Zoom registration, hosting, and reporting.
Serve as the IEE primary point of contact for Conferences and Institutes staff supporting multi-day, large scale events.
Administrative and Financial
Collaborate with the IEE communications staff to provide stakeholder requirements, timelines, and event details in order to generate advertisements, invitations, and associated correspondence.
Answer the IEE main phone line; monitor and organize the IEE shared mailbox to effectively and efficiently respond to program inquiries.
Provide support in generating SAP Reports for travel and pcard transactions, and procurement support for IEE related activities.
Request reports on funded IEE activities and faculty, and collect, collate reports for review by Director. Organize and distribute replies.
Manage 5 -year review process for funded faculty and IEE Fellows Program
Education and Experience: The position typically requires a Bachelor's degree or higher and 1+ years of related experience, or an equivalent combination of education and experience. A higher level of experience is required for higher level positions. Project Management Institute (PMI) Certification or similar preferred.
The successful candidate must have a can-do attitude and excellent customer service skills; ability to handle and prioritize multiple tasks; act professionally in a fast-paced, complex work environment; be self-motivated, creative, and inquisitive; have excellent organizational skills; have strong attention to detail and University policy . Proficiency in Microsoft Office 365 (Excel, Word, Outlook, SharePoint), Trello/MS Project/MS Planner, MailChimp, InfoReady or similar productivity software required. Experience in higher education and research highly desired.
The Pennsylvania State University is committed to and accountable for advancing diversity, equity, inclusion, and sustainability in all of its forms. We embrace individual uniqueness, foster a culture of inclusion that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity in society and nature, and engage all individuals to help them thrive. We value inclusion 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 (75% discount for spouse and children), and paid holidays. Please visit https://hr.psu.edu/current-employee/benefits for more detailed information.
The salary range for this position, including all possible grades is:
$61,800.00 - $115,100.00
Salary Structure (https://hr.psu.edu/current-employee/compensation/staff-salary-grades-and-leveling-matrix) - additional information on Penn State's job and salary structure.
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 (https://police.psu.edu/annual-security-reports) .
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 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.
Federal Contractors Labor Law Poster (https://affirmativeaction.psu.edu/files/2022/01/Federal-Contractors-Labor-Law-Poster.pdf)
PA State Labor Law Poster
Affirmative Action (https://policy.psu.edu/policies/hr11)
Penn State Policies
Copyright Information (https://www.psu.edu/copyright-information)
Hotlines
University Park, PA