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) .

  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 (https://hr.psu.edu/current-employee/flexible-work-arrangements/out-of-state-notice?utm_source=workday&utm_medium=req&utm_campaign=Oct23&utm_id=out-of-state) .

JOB DESCRIPTION AND POSITION REQUIREMENTS:

The Palmer Museum of Art at Penn State is seeking an experienced meetings and events professional to serve as a part-time Event Rental Planner. The successful candidate will facilitate, promote, and execute ongoing special events and other rentals at the new Palmer Museum of Art.

The position is responsible for all rental event scheduling, planning, and on-site coordination, ensuring successful events for external and internal customers through rental policies and procedures that result in the highest quality experiences.

Primary responsibility to conduct pre-event planning and scheduling, in addition to preparing and receiving approval for event documentation including rental agreements, contracts, and permits before the event begins. Develops, maintains, and communicates a facilities/events calendar for all rented spaces to ensure awareness and coordination with all internal University clients, including the Palmer Museum of Art, and other personnel units, and groups actively using the Museum. This position will be the primary on-site event contact to ensure events are executed per developed agreements and acts as a trusted resource for clients, vendors, collaborators, and co-workers from the point of load-in/delivery, throughout event, and cleanup/breakdown/load-out.

The position conducts efficient and engaging tours and site visits for potential clients that minimize disruption to other programs and events. They welcome potential rental clients from diverse organizations and backgrounds to develop long-term relationships and positive recommendations for future client prospects.

Works with the Director of the museum as well as other staff members in matters of budget/finance, administration, and compliance by establishing yearly budget revenue goals, tracking progress against them, ensuring the issue of invoices for payments and processing of payments received are accomplished. Creates and updates standard agreement forms for different event types based on changes in University, Township/Borough, State, and Federal guidelines. Ensures that an archive of prior agreements, permits, certificates of insurance, and other regulated documents is created and maintained in compliance with document retention policies established by the University.

Must be a proven self-starter who combines a thorough knowledge of product offerings with a drive/desire to provide excellent service in the pursuit of revenue goals. Possesses customer-oriented interpersonal communication skills with a goal of promoting collaboration and relationship building through clarity and common understanding of terms and conditions. Displays attention to detail and proactive organizational skills and is situationally analytical, but also able to think outside the box and actively solve problems. Will manage potentially stressful on-site event situations and ideally anticipate but ultimately resolve conflicts quickly, fairly, and effectively — always keeping their safety, that of others, and the Museum’s collection top of mind. Maintain rental procedures, policies, guidelines, and standard agreements that require minimal editing and approval steps by their supervisors and other University units as needed.

Capable of prioritizing multiple tasks while committed to responding in agreed upon timeframes in a fast-paced environment, working independently with minimal supervision working directly with Museum leadership. Strong proficiency with Microsoft Office 365 Suite Software (Excel, Word, Outlook, PowerPoint, SharePoint, Teams, etc.) along with proficiency with Adobe Creative Suite Software (Acrobat, Photoshop, In-Design, Canva, etc.) is required.

EDUCATION AND EXPERIENCE

Requires a Bachelor's degree plus 2 years of related work experience OR an equivalent combination of work experience and education.

Individuals with demonstrated work experience in hospitality, destination, hotel/banquet, collegiate conference & events, healthcare events, and related meeting and event industries are encouraged to apply.

Candidates with earned certifications such as CSEP (Certified Special Events Professional), CMP (Certified Meeting Professional), CMM (Certificate in Meeting Management), CCEP’s (Collegiate Conference and Events Professionals) or related credentials/memberships are encouraged to apply.

Previous experience in the higher-education industry is helpful but not required.

To apply for this position, please submit your resume and cover letter.

The College of Arts & Architecture is working to establish a culture of anti-racism and anti-oppression that embraces individual identities, fosters a culture of inclusion, and promotes equity through curricula, values, standards, ideals, policies, and practices. The ideal candidate will provide evidence of their experience with, and interest in, contributing to these goals.

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.

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)

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