Penn State Looking for Events Management Summer 2024 Internship Full Time

Job Number: REQ_0000050830

APPLICATION INSTRUCTIONS:

• 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. Please do not apply here, apply internally through Workday.

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.

JOB DESCRIPTION AND POSITION REQUIREMENTS:

Events Management Summer 2024 Internship

Application Deadline: Wednesday, January 31, 2024                                                 

Opportunity: 

The Arboretum at Penn State is offering a paid (starting at $14.00/hour) part-time (20 hour/week) summer internship for undergraduates, graduate students, and recent graduates interested in career paths in event management and related topics. This position runs for 18-weeks, with start and end dates negotiable, but likely to beginning in May and concluding following our Pumpkin Festival in October. The internship activities range in scheduling, however, generally take place in the afternoons, evenings, and weekends. Weekday activities take place between the hours of 8:00 a.m. and 4:00 p.m. outside of the scheduled events. 

Experience: 

This internship provides a hands-on introduction to event management and customer service in a public garden setting. With the guidance and support of the Events & Rentals Manager, gain event management experience with departmental organization, timelines and diagrams, and on-site coordination at the rental venues at the Arboretum. The program will also expose interns to the world of public gardens, visitor services, volunteer management while integrating public relations skills, and donor support. 

Primary Responsibilities: 

• Assist on event logistics meetings with the Events & Rentals Manager and client to walk through the details of the event, answer questions, generate ideas, and explain the general garden and event rules and regulations.  

• Arrange environmental services and custodial services when applicable, with a focus on sustainability. Additional arrangements may need to be made for security, auxiliary officers or police officers, parking arrangements, emergency medical service technicians, when applicable. 

• Represent a sustainable events venue by advocating on-site recycling, assisting with local food donation from Arboretum crop, addressing what items are and are not permitted at events (i.e. loose petals, confetti, open flame), providing catering and clients with appropriate locations for disposal of waste.  

• Create and keep up-to-date timelines for each rental event, including creating or adjusting event diagrams and layouts, and maps. 

• Communicate the timeline, rules and regulations, and event logistics including items of special notice to all involved vendors, including collecting their certificates of insurance, and licensing for caterers, when applicable. 

• Coordinate venue setup and teardown, including but not limited to rearranging wooden venue furniture, event and directional signage, ropes and stanchions, and with a focus on the client’s expectations and care of the venue. 

• Coordinate the event logistics, including but not limited to directing event attendees, directing Arboretum general visitors, managing vendor setups and teardowns, addressing client requests and expectations, ensuring rules are being followed, assisting with emergencies, and focusing on the client’s general satisfaction and care of the venue.  

• Collaborating with Volunteer Program Manager in administration of scheduling, overseeing, and coordinating the diverse volunteer workforce. 

• Manage a solution-based mindset regarding improvement for each rental event and guest experience. 

• Act as an informal “garden guide” for guests with common and general Arboretum knowledge and enthusiasm, while upholding DEIB confidence. 

Qualifications: 

Applicants should be undergraduates, graduate students, or recent graduates and should demonstrate a strong interest in event management, recreation and tourism management, conferences and institutes, hospitality, business management, garden or museum studies, or other similar fields. The preferred applicant will demonstrate professional customer services skills or the desire to learn. Strong organizational ability, attention to detail, and familiarity with Microsoft Office suites, and the ability to learn new software and technology will be expected. Preference will be given to candidates who can explain how this opportunity will help them reach their career goals. 

Requirements: 

Application: 

• Applications must be submitted online via Workday utilizing the ONE COMMUNITY. IMPACTING MANY. | PSU Human Resources website.

• Please make certain to include a cover letter, resume or CV and references page with your application materials.  

• Deadline for application is Wednesday, January 31, 2024. 

Qualified applicants will be contacted for interviews to be scheduled beginning in February 2024.

This job requires the following 3 publicly available clearances:

• PA State Police Criminal Background Check

• PA Child Abuse History Clearance Form 

• FBI Criminal Background Check

This job requires that you operate a motor vehicle as a part of your job duties. A valid US driver’s license and successful completion of a motor vehicle records check will be required in addition to standard background checks.

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

University Park, PA

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.

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.