Engagement Coordinator (Administrative Support Assistant 3)
Job Number: REQ_0000013910
CURRENT EMPLOYEES OR STUDENTS:
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JOB DESCRIPTION AND POSITION REQUIREMENTS:
The Department of Architectural Engineering at The Pennsylvania State University is seeking a candidate for an Engagement Coordinator / Administrative Support Assistant 3 position. The candidate will be a detail oriented and organized individual who will provide direct administrative and professional support with student job and internship placement, industry relations, alumni mentoring, and the annual Architectural Engineering Career Fair. This position will perform multiple complex tasks with minimal supervision and have excellent communication skills while representing the department to external constituencies.
Career Fair: The successful candidate will assist the Faculty Coordinator with all activities related to the planning and execution of the annual AE Career Fair and smaller related events throughout the year. They will coordinate and arrange event venues, send invitations, update company registration, process agreements, approve payments, and track / follow up with event vendors regarding payment.The position will also require ordering supplies, maintaining the website, working with the communication team to compile and compose marketing materials, coordinating with students from visiting schools, compiling student resumes, preparing event programs, and learning to utilize software for a potential virtual event.Responsibilities also include maintaining registered company database, assigning booths, tracking attendees, tracking payments, assigning student hosts to each registered company, maintaining the career fair database, acting as a liaison between students and companies, and coordinating information sessions and interview space.
General Office Duties: The candidate will assist the Architectural Engineering staff with compiling reports, data entry, data tracking, creating and updating databases, and scanning academic records. Duties will also include providing backup to the Event Coordinator in areas such as setting up meetings, room reservations, managing the Department Head's schedule, and aiding the Department Head Assistant in areas relative to alumni correspondence, donor acknowledgement letters, nomination letters and packages, faculty milestones, and other departmental activities.
Student Job and Internship Placements: The candidate will develop and maintain a database for tracking progress in internship placements while interfacing with external parties to coordinate recruitment day events. The position will promote diverse career pathways for Undergraduate and Graduate Students in Architectural Engineering.
Alumni Mentoring: The position will also provide administrative support for alumni leaders who coordinate mentoring programs for students in Architectural Engineering.
Engineering Copy Center: The candidate will collect and process invoices, enter new and paid invoices, process Internal Service Request Forms in Penn State's System for Integrated Management, Budgeting, and Accounting (SIMBA), order supplies, and provide copier counts to companies.
Due to the wide range of responsibilities of this position, the candidate should be able to work under minimal supervision while coordinating between multiple parties and assignments. The candidate should have a vast understanding of the Microsoft Office Suite and should be able to use this to conduct a majority of intradepartmental affairs. The candidate must also possess basic financial knowledge to assist the Event Coordinator and Financial Coordinator. This position typically requires a high school diploma or higher plus two years of related experience, or an equivalent combination of education and experience.
This is a fixed-term appointment funded for one year from date of hire with good possibility of refunding.
This position will require successful completion of standard background checks.
The Pennsylvania State University is committed to and accountable for advancing diversity, equity, and inclusion in all of its forms. We embrace individual uniqueness, foster a culture of inclusive excellence that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity, and engage all individuals to help themthrive. We value inclusive excellence as a core strength and an essential element of our public service mission.