Events Specialist - Medical Education

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This position requires applicants to be current Penn State employees, students, or external applicants and to follow the specified application process accordingly.

• Current Penn State employee (faculty, staff, technical service, or student): log in to Workday to complete the internal application process.
• Current Penn State student (not previously employed at the university): log in to Workday to complete the student application process.
• External applicant: click "Apply" and complete the application process.

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.

The Events Specialist plays a key role in the planning, coordination, and execution of landmark events for the College of Medicine, including those supporting the MD, PA, and Graduate student populations. This position ensures high‑quality, strategically aligned events that celebrate academic milestones, foster community engagement, and reflect the College’s mission and values.

• Event Planning and Execution – Develop, implement, and manage a comprehensive portfolio of College of Medicine special events including MD and PA Program White Coat Ceremony, New Student Orientation, MD Program Anatomy Memorial Ceremony, Clinical Education Partnership Meeting, Student Clinicians Ceremony, Match Day, EdVenture Resident Teaching Awards, Deans Award Ceremony, Military Promotion Ceremony, and Commencement Ceremonies.
• Wellness Activities/Student Engagement – Plan, organize, implement, and advertise wellness/student engagement activities throughout the academic year in partnership with the Assistant Dean of Student Affairs.
• Communications and Marketing – Coordinate design, content, and production of all event‑related publications, including invitations, programs, signage, and promotional materials; assist with proposals, internal reports, and communication materials; manage event communications through direct mail, email campaigns, and digital outreach.
• Vendor and Budget Management – Negotiate, process, and manage contracts with venues, caterers, hotels, and other service providers; track expenses and ensure events are delivered within budget.
• Data and Evaluation – Manage event registration and track attendance; analyze post‑event data and provide reports on outcomes and effectiveness; recommend improvements and new creative strategies.
• Stakeholder Collaboration – Collaborate with committees, College of Medicine faculty and staff, and external partners to ensure successful event planning and execution; provide consultative support regarding event etiquette, protocol, and strategic alignment.
• Inventory and Resource Management – Maintain inventory of promotional items, printed materials, office supplies, and event‑specific resources.
• Supervision and Staff Development – Train, supervise, and assign work to support staff and student workers as needed.

Bachelor’s Degree and 6+ years of relevant experience; or an equivalent combination of education and experience. Required certifications:
None.

This position requires the following clearances in addition to applicable background checks: PA State Police Criminal Background Check, PA Child Abuse History Clearance Form, and Federal (FBI) Fingerprint Criminal Background Check.

Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.

The salary range for this position, including all possible grades, is $56,200.00 – $81,500.00.

Penn State provides a competitive benefits package for full‑time employees, including comprehensive medical, dental, and vision coverage, robust retirement plans, substantial paid time off (holidays, vacation, and sick time), and a generous 75% tuition discount for employees, spouses, and eligible children.

Penn State is an equal‑opportunity 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. The Pennsylvania State University is committed to advancing equity, respect, and belonging, and embraces a culture of belonging that supports equity initiatives and provides opportunities for engagement.

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