Career Fairs and Programs Assistant

Penn State Career Services is seeking a detail-oriented, customer-focused Career Fairs and Programs Assistant.

This role supports the operations of Career Services with a primary focus on career fair coordination, workshops, and events logistics, and front desk operations. The position plays a key role in facilitating student engagement and ensuring the successful execution of programs and event services.

This position offers a flexible work arrangement that combines remote and on-campus work, allowing for one remote workday a week. Questions related to flexible work should be directed to the hiring manager during the interview process.

Duties and Responsibilities:

Career Fair Assistant

• Serve as the primary registrar for all career fairs sponsored or co-sponsored by Career Services, by assisting with the management of registrations, campus. communications, and logistics for university-wide and college-specific career fairs.

• Coordinate with internal staff and external vendors to ensure seamless event execution.

• Organize all meetings for career fair committees, assist with the creation of agendas for each meeting, record notes during meetings, and share written post-meeting agenda notes with committees through respective Teams channels.

• Manage all related correspondence, process registration changes, and reconcile payments and refunds.

• Serve as the lead coordinator for Graduate and Professional School Week, including Graduate, Law, and Medical School Days.

• Responsibilities include reserving facilities, arranging catering, managing supply inventories, recruiting and training volunteers, and liaising with co-sponsoring colleges.

• Support data tracking and record keeping related to career fair attendance and finances.

• Work closely with the Career Fair Coordinator to plan and implement the Fall Career Days event, our largest 3-day fair at Penn State. This position will focus a great deal of their time on planning and recruiting for the event, working closely with the implementation of the event, and then working with post-event follow-up. Work on Fall Career Days is a full-year responsibility.

• Assist the Career Fair Coordinator, Program Coordinator, and the entire Programs and Events Team with other initiatives as needed.

• Other duties as assigned.

Workshops and Programs Support

• Assist in planning and scheduling workshops with campus partners and presenters.

• Coordinate room reservations and logistics, including virtual and in-person setups.

• Track workshop attendance and evaluations using campus systems.

• Support special event logistics such as catering, A/V, nametags, and check-in.

• Coordinate student volunteers and assist with event marketing and promotional materials.

• Maintain inventory of supplies (e.g., banners, tablecloths, giveaways).

• Maintain accurate reports, calendars, and records.

• Provide responsive, professional customer service to students and stakeholders.

• Cross-train to support other Career Services functions and staff as needed.

• Other duties as assigned.

Front Desk Support

• Greet students, families, and visitors and provide information about Career Services programs and resources.

• Walk students to the appropriate staff or service areas (e.g., the PAC, Career Counseling and Professional Headshots waiting room).

• Schedule appointments and assist in managing student data systems.

• Sort mail.

• Serve as a supportive liaison between students and Career Services staff.