Event Management Intern

• CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. 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. 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.

Approval of remote and hybrid work is not guaranteed regardless of work location.For additional information on remote work at Penn State, seeNotice to Out of State Applicants.

JOB DESCRIPTION AND POSITION REQUIREMENTS:

Opportunity:

The Arboretum at Penn State is offering a paid part-time summer internship for undergraduates, graduate students, and recent graduates interested in career paths in event management and related topics. This position will work approximately 20 hours/week and will run for 18 weeks preferably beginning in May and concluding following the annual Pumpkin Festival in October; however, start and end dates are negotiable. Internship responsibilities will be a combination of in-office work (weekdays), and event management and staffing (primarily nights and weekends).

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, the successful candidate will gain event management experience with inter-departmental organization, timelines and logistics, and on-site coordination at rental spaces within the Arboretum. Additionally, this position will provide exposure to the rental contract process from inquiry to execution. The program will immerse the candidate into the world of public gardens, visitor services, and volunteer management while integrating public relations skills and donor support.

Primary Responsibilities:

• Attend event meetings alongside the Events & Rentals Manager and client to walk through the details of the event, answer questions, generate ideas, and outline garden and event rules, regulations, and guidelines.

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

• Communicate timelines, rules and regulations, and event logistics (including items of special notice) to event vendors. This may include collecting certificates of insurance and licensing for caterers, when applicable.

• Coordinate venue setup and teardown, including event and directional signage and placement of ropes and stanchions while preserving the integrity of the property and meeting the clients' needs.

• Assist with event risk assessment and coordination of emergency response as needed (e.g. inclement weather, medical emergencies).

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

• Maintain a solution-oriented mindset in response to last-minute changes and guest feedback for enhancing rental areas 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 shoulddemonstrate 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 service skills and the desire to learn. Strong organizational skills, attention to detail, and familiarity with Microsoft Office suite is expected.

Requirements:

• Resume or CV
• Cover Letter
• Two Professional References*
• *Completed applications must include two references, with a strong preference toward at least one reference providing a written letter of recommendation.

Application:

• Applications must be submitted online via Penn State Careers Website: https://hr.psu.edu/careers
• Include a cover letter, resume or CV, and reference materials with your application.
• Deadline for application is Friday, January 31, 2025.

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

Qualified applicants will be contacted for interviews to be scheduled beginning in February 2025.

CAMPUS SECURITY CRIME STATISTICS: