Event Planning Coordinator

Event Coordinator

This is work coordinating events, managing event risk / compliance, performing invoicing duties, and supervising student / OPS employees at the John A. Delaney Student Union. This position is involved in the planning of over 2,300 events per year, which are primarily student engagement programs.

Manage meeting, event, and tabling reservations in the Student Union facilities for 250+ University groups, such as Student Government agencies, branches, and commissions; Registered Student Organizations (RSOs); and chapters affiliated with the Office of Fraternity and Sorority Life (OFSL).

Review reservation requests, ensure accuracy of details in EMS, assess charges for room rentals and services, and drive communication with clients. Practice effective space utilization procedures.

Advise clients on Student Union policies, pricing, setups, and available equipment / technology. Give presentations and training to Student Organizations.

In accordance with University policies and procedures, evaluate risk associated with reservations and guide clients through approval processes, including compliance with FL Dept. of Health regulations, Environmental Health & Safety policies, parking arrangements, alcohol, third-party vendors, physical activity, scheduled demonstrations, amplified sound, large crowds, and security presence.

Coordinate with Event Services team regarding requested production support (i.e. room setups, technology services, event staffing, and work orders). Audit space setups and greet clients. Work with Event Services team to assess fees for post-reservation excessive clean-up, damages, etc.

Assist with post-reservation client satisfaction surveys, whereby services are immediately reviewed for successes and areas of improvement.

Ensure all applicable charges are entered into EMS and billed as appropriate. Invoice and collect payments according to proper University intake / deposit procedures; may have access to the department safe.

Hire and supervise Reservations Assistant student team. Provide constructive feedback on student staff performance in alignment with NACE Career-Readiness Competencies.

Provide training and professional development to Reservations staff. Coach, advise, and instruct students as appropriate to develop their customer service skills and position knowledge.

Maintain an accurate and comprehensive position manual and resources for Reservations Assistants.

In the absence of other Event Coordinators, manage space reservations for other client types.

Supervise the Guest Services Assistant student / OPS team in the absence of the regular supervisor.

Interprets University policy for space reservations.

During declared campus emergencies, this position may be required to perform specific job-related duties at a designated off-campus location or place of residence.

Additional duties as assigned by the Senior Event Planning Coordinator, Associate Director and Director of the Student Union. Assist in the set-up of events when needed.

Provide work direction to approximately 3-5 student / OPS Reservations Assistants; supervise the Guest Services Assistant student / OPS team in the absence of the regular supervisor.

Reports to the Senior Event Planning Coordinator of the Student Union. Day-to-day functions are accomplished with minimal direct supervision in accordance with established policies and directives. Has daily contact with the Sr. Event Planning Coordinator / Associate Director / Director of the Student Union.

Master's and 2+ years of relevant experience or Bachelor's degree and 4+ years of relevant experience. Or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219.

Monday through Friday, 8 a.m. to 5 p.m.; evening and weekend hours as required.

This position requires a positive, self-motivated person with excellent interpersonal and communication skills, willing to work in an environment requiring strong emphasis on providing superior customer service in conformance with the University's mission and values. The Delaney Student Union in an integral part of the Division of Academic and Student Affairs and, as such, is measured by its ability to successfully interact with students, faculty, and staff and to assist in their individual needs and concerns. To this end, the position will be required to demonstrate a caring and patient attitude and utilize conflict resolution skills.

Experience with event scheduling (EMS) and / or diagramming (Social Tables) software a plus.

Experience supervising students preferred.

Event management, hospitality, or operations experience.

Excellent customer service skills working in a support role.

Excellent time management, written and oral communication skills, and attention to detail.

Proficiency in Windows and Microsoft Office Suite.

Experience training and directing the work of others.

This position requires a background check. In conjunction with the University's policy, this position may also require a credit check.

The holder of this position is designated as a "Responsible Employee" pursuant to their role under Title IX. Therefore, the incumbent must promptly report allegations of sexual misconduct, sexual violence, and child sexual abuse by or against any student, employee, contractor, or visitor to the University's Title IX Administrator or any divisional Title IX Coordinator.

The University of North Florida (UNF) is committed to providing an inclusive and welcoming environment for all who interact in our community. In building this environment, we strive to attract students, faculty and staff from a variety of cultures, backgrounds and life experiences. The University of North Florida does not commit or permit discrimination or harassment on the basis of genetic information, race, color, religion, age, sex, disability, marital status, national origin, or veteran status in any educational, employment, social, recreational program or activity that it offers. In addition, UNF will not commit or permit retaliation against an individual who reports discrimination or harassment or an individual who cooperates in an investigation of an alleged violation of university regulation.

UNF is a Carnegie Community Engaged Institution. This designation celebrates the University's collaboration with community partners from the local to the global level. It reflects UNF's mission to contribute to the public good and prepare educated, engaged citizens.