Arboretum Events and Rentals Manager

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JOB DESCRIPTION AND POSITION REQUIREMENTS:

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 right next to our campus center. It hosts 200+ educational programs and public/private events throughout the year in incredible settings such as the new Pollinator and Bird Garden (2021). In June 2024, the new Palmer Museum of Art, a state-of-the-art $85M LEED-Certified facility, opens at the site and allows for the integration of art, science, and nature to provide a crucial cultural destination at the heart of Pennsylvania.

We seek an experienced meetings and events professional to serve as our Arboretum Events Manager. The successful candidate will envision, promote, and execute ongoing special events, rentals, and festivals at the Arboretum.

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.

The successful applicant will embody Penn State's values, particularly the value of Respect , and  will model this in their relationships to ensure both external and internal customers have experiences that make fond memories for guests of all ages. 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, site visits, scheduling, and other methods to respond promptly to potential rentals sales inquiries; meets continually with prospective and contracted clients to serve as a guide through event preparation and planning, working collaboratively with University staff and management

• Leads event logistics, creates and reviews documents/diagrams to ensure mutual understanding with minimal risk, uses independent judgement to evaluate alternative solutions as a facility steward, and ensures compliance with Arboretum and University policies and procedures.

• Prepares event documentation including but not limited to rental agreements, contracts, and permits for approval prior to commencement of events. Collaborates with Parking and Transportation Services, Housing and Food Services, Office of Physical Plant (OPP), Security and University Police, as well as other departments

• Serves as a primary on-site event contact to ensure events are executed according to agreements made, acting as a trusted resource for clients, vendors, collaborators, and co-workers from the point of load-in/delivery, throughout event, and in cleanup/breakdown/load-out.

• Works with Arboretum team and University Staff in matters of budget/finance, administration, and compliance by establishing yearly budget revenue goals, tracking progress against them, and ensuring invoices for payments/payment processing are accomplished.

• Welcomes potential and returning rental clients from diverse organizations and backgrounds to develop long-term relationships and positive recommendations for future client prospects. 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 own professional growth and models facility stewardship by their example in participation with institution-wide initiatives including but not limited to DEIB (Diversity, Equity, Inclusion, and Belonging), safety, and guest experience/customer care, and sustainable (aka “green events”) management.

• Develops, maintains, and communicates an Arboretum facilities/events calendar for all rented spaces to ensure awareness and coordination with all internal University clients

• Collaborates with marketing teams from the Arboretum and Penn State Outreach to create/revise materials that actively promote event services to prospective clients

• 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.

• 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.

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's living 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 and University as directed

TRAVEL

• Limited, does not exceed more than 5%, and 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

Additional Information: A resume and a cover letter are required as part of your application. For full consideration, materials should be submitted by March 31st.

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 is comprehensive and The Arboretum’s two current strategic goals, growing our capacity and being more welcoming , both stem from Penn State Outreach’s foundational focus 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.

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.

The pay range for this position, including all possible grades is:

$51,000.00 - $74,000.00

Salary Structure - additional information on Penn State's job and salary structure. 

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 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.

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