Events and Facility Rental Manager
Job Description
- The Pennsylvania State University is a 21st Century land-grant university that educates students from around the world, supports individuals, and unites communities fulfilling its mission of teaching, research, and service. Penn State provides unparalleled access to education and public service to support the citizens of the Commonwealth and beyond. Every day, we live out our values of Integrity, Responsibility, Respect, Excellence, Discovery, and Community.
The Arboretum at Penn State is a treasured portion of the University campus that every day provides a place of purpose, beauty, and nature-based connection only a 15-minute walk from the center of campus. It hosts over a hundred educational programs and public/private events throughout the year in incredible settings such as the new Pollinator and Bird Garden (2021). Currently under construction within the Arboretum is the new home of the Palmer Museum of Art, celebrating its 50th year in 2022. Scheduled to open in Spring 2024, the innovative new Palmer Museum is a state-of-the-art $85M LEED-Certified facility featuring education and flexible event spaces, a teaching gallery, and nearly twice the exhibition space of the current museum. It increases access to Penn State’s growing collection of 10,340 works of art and the integration of indoor and outdoor spaces to provide a crucial cultural destination for the center of Pennsylvania.
We seek an experienced meetings and events professional to serve as the Events and Facility Rental Manager. The successful candidate will envision, promote, and execute ongoing special events and other rentals at the Arboretum and the new Palmer Museum of Art.
Responsible for rental/special event scheduling, planning, and onsite coordination, they ensure successful events for external and internal customers through rental policies and procedures that result in highest quality experiences. They work collaboratively to develop and implement rental event marketing/publicity plans to meet or exceed yearly event rental revenue goals and ensure these facilities are stewarded as the priceless resources they are, ensuring diverse and sustainable rental event relationships and experiences – all in a setting that is breathtaking in its beauty, and purposeful in its impact.
The successful applicant will embody Penn State’s values, particularly the value of Respect, which encourages us to “respect and honor the dignity of each person, embrace civil discourse, and foster a diverse and inclusive community.” They will model this in their relationships from site visits for prospective clients, through a contract and lease processes, and will ensure both external and internal customers hold events that make fond memories for visitors of all ages and result in repeat visits and positive reviews. They will be open to Discovery and support the Community, yet also embrace their need to operate with Integrity and Responsibility while they strive for Excellence in every event experience.
PRIMARY RESPONSIBILITIES
- Conducts pre-event planning scheduling, Logistics by meet continually with prospective and contracted clients and to serve as a guide through event preparation and planning, working collaboratively with University staff and management on event logistics, creating and reviewing documents/diagrams related to ensure mutual understanding, minimize risk, and uses independent judgement to evaluate alternative solutions as a facility steward.
- Prepares event documentation including but not limited to rental agreements, contracts, and permits for approval. Collaborates with Parking and Transportation Services, Housing and Food Services, Office of Physical Plant (OPP), Contracted Security for the Museum and University Police, as well as other departments in advance to secure needed event services. Ensures event agreements and permits are obtained, approved, and executed well prior to the commencement of the event.
- Develops, maintains, and communicates a facilities/events calendar for all rented spaces to ensure awareness and coordination with all internal University clients, especially Arboretum, Palmer Museum of Art, and other personnel units, and groups actively using the Arboretum and Museum.
- Is a primary on-site event contact to ensure events are executed to agreements made 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.
- Collaborates with marketing teams from the Arboretum and Museum to create materials and actively promotes event services to prospective clients, responding promptly to potential rentals sales inquiries. Conducts efficient and engaging potential client tours and site visits that minimize disruption to other programs and events. Welcomes potential and returning rental clients from diverse organizations and backgrounds to develop long-term relationships and positive recommendations for future client prospects.
- Works with Arboretum and Palmer Museum Directors 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 a record of prior agreements, permits, certificates of insurance and other compliance documents occurs consistent with document retention policies established by the University.
- Completes mandatory trainings commensurate with position. Performs employee administrative duties related to their position and role. May supervise interns, students, and part-time employees. Coordinates with other staff to ensure any ongoing facility repair/maintenance issues related to their role is addressed. Leads or participates in projects and initiatives as a department representative, cross-functional team member, or individual contributor.
- Actively solicits customer feedback to improve policies and procedures and follows up with staff as needed post-event to evolve and learn as needed. Seeks their professional growth and facility stewardship by their example and participation in institution-wide initiatives including but not limited to DEIB (Diversity, Equity, Inclusion, and Belonging), safety, and guest experience/customer care, LEED, and sustainable green event management.
- Trains direct and indirect reports and models rental event safety by adhering to standards regarding building security systems, fire protection, emergency response, and safe lifting and cleaning practices. Encourages training in the proper use and user-level problem solving skills for installed A/V equipment. Coaches direct and indirect reports to grow skill sets related to leadership, conflict management, and professionalism. Other duties as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES
- A proven self-starter who combines a thorough knowledge of their 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 those of the Arboretum and Museum collections top of mind
- Easily creates rental procedures, policies, guidelines, and standard agreements that require minimal editing and approval steps by their supervisors and other University Units where applicable
- Ability to treat sensitive business information and people in a confidential, caring, and professional manner
- Capable of prioritizing multiple tasks while committed to responding in agreed upon timeframes in a fast-paced environment, working independently with minimal supervision while receiving direction from both Arboretum and Museum leaders
- Is both a leader and a learner who works harmoniously in a team environment with a shared positive outlook to achieve and celebrate team goals whether following, organizing, collaborating, directing, and/or motivating others
- Strong proficiency with Microsoft Office 365 Suite Software (Excel, Word, Outlook, PowerPoint, Sharepoint, Teams, etc.) is required. Proficiency with Adobe Creative Suite Software (Acrobat, Photoshop, In-Design, etc.) is a plus
- A committed learner of new audiovisual technology and other software systems utilized by the Arboretum, Palmer Museum, and University as directed
TRAVEL
- Limited, COVID permitting, no more than 5% of the time primarily for the purpose of professional development and site/client visits
EDUCATION AND EXPERIENCE
Typically 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
The following background checks must be successfully completed for this position:
This position requires the following clearances:
- PA State Police Criminal Background Check
- PA Child Abuse History Clearance Form
- Federal (FBI) Fingerprint Criminal Background Check
Our Complementary Commitments to Diversity, Equity, Inclusion, and Belonging
The Pennsylvania State University’s Statement on Diversity, Equity, and Inclusion
The Arboretum at Penn State, a unit of Penn State Outreach
A specific foundational focus goal of Penn State Outreach is that inclusion, equity, and diversity are advanced in our workplaces, and with the audiences whom we support, through fostering belonging, open discourse, mutual respect, genuine care, equal opportunity, and different perspectives.
The Palmer Museum of Art, a unit of the College of Arts and Architecture
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.
LAND ACKNOWLEDGEMENT
Penn State is located on the ancestral lands of the Erie, Haudenosaunee, Lenape, Shawnee, Susquehannock, and Wahzhazhe Nations. Penn State’s land grant was funded by the sale of land expropriated from 112 tribal nations in 50 land cessions across 16 states.
SALARY BAND:
H (STFF)-$34,188 – $70,080
To apply: https://www.myworkday.com/psu/d/inst/15$158872/9925$100524.htmld
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.
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 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.
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Penn State Covid-19 Vaccination or Testing Requirements
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