Coordinator, Event Planning

General Description / Primary Purpose

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 involves the planning of over 2,300 events per year, which are primarily student engagement programs.

Job Functions

*Student Organization Reservations:*

Manage meetings, events, and tabling reservations in Student Union facilities for 250 University groups, including 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 to ensure accuracy of details in EMS; assess charges for room rentals and services; and lead communication with clients. Apply effective space utilization procedures to support operational efficiency. Advise clients on Student Union policies, pricing, room setups, and available equipment and technology. Deliver presentations and training sessions to Student Organizations. Evaluate risk associated with reservations in accordance with university policies and procedures, guiding clients through required approval processes, including compliance with: Florida Department of Health regulations Environmental Health and Safety requirements Parking arrangements Alcohol service Thirdparty vendors Physical activity events Scheduled demonstrations Amplified sound Large crowds and security presence Coordinate with the Event Services team regarding the requested production support, including room setups, technology services, event staffing, and work orders. Audit space setups and greet clients to verify services are provided as requested. Collaborate with Event Services to assess fees related to postreservation excessive cleanup, damages, or additional services. Assist with postreservation client satisfaction surveys to evaluate service successes and identify areas for improvement. Ensure all applicable charges are entered into EMS and billed appropriately. Invoice and collect payments in accordance with proper University intake and deposit procedures; may have access to the department safe.

Student Staff Supervision And Career Development

Hire, train, and supervise the Reservations Assistant student team. Provide constructive performance feedback aligned with NACE CareerReadiness Competencies. Deliver ongoing training and professional development to Reservations staff. Coach, advise, and instruct students to develop customer service skills and position knowledge. Maintain accurate and comprehensive position manuals and operational resources for Reservations Assistants.

*Back up for University Department, External Group, and Market Days Reservations:*

Serve as backup for University Department, External Group, and Market Day reservations in the absence of other Event Coordinators. Supervise the Guest Services Assistant student/OPS team in the absence of the regular supervisor.

Marginal Functions

Interpret University policies related to space reservations. During declared campus emergencies, perform specific jobrelated duties at a designated offcampus location or place of residence. Perform additional duties as assigned by the Senior Event Planning Coordinator, Associate Director, or Director of the Student Union. Assist with event setup as needed.

Supervision Exercised

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.

Supervision Received

Report to the Senior Event Planning Coordinator of the Student Union. Perform da today functions with minimal direct supervision in accordance with established policies and directives. Maintain daily professional contact with the Senior Event Planning Coordinator, Associate Director, and Director of the Student Union.

Required Qualifications

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

Working Hours

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

[]{style="background: transparent; margin: 0px; padding: 0px; font-size: inherit; font-family: inherit; font-stretch: inherit; fo

"}