Coordinator I, Event Operations

Florida Gulf Coast University•Lexington, MA

About The Position

The Coordinator I, Event Operations, supports the daily operations of Cohen Student Union and campus events as part of the Campus Reservations Team, ensuring facilities are prepared for events and compliant with university policies. This role assists with event logistics and coordination, collaborating with campus partners and external vendors to ensure successful event operations. FGCU is building a culture of curiosity, commitment and collaboration. We value employees who successfully work with others and drive positive change through critical thinking and decisive action. If you thrive in an environment of innovation, accountability and mutual respect, you will find a good home here.

Requirements

This position requires either five years of directly related full-time experience or, as an alternative, a Bachelor’s degree from an accredited institution in an appropriate area of specialization and one year of full-time experience directly related to the job functions.
Professional event planning and/or scheduling experience.
Experience operating a personal computer and proficient with Microsoft Office (Word, Excel, Access, Publisher and Outlook).
Any appropriate combination of relevant education, experience, and/or certifications may be considered.
Proven ability to think strategically and approach challenges with creativity.
Demonstrated track record of reliability, meeting goals, and holding oneself accountable.
Strong interpersonal skills and experience working effectively across teams.
Knowledge of or ability to learn R25 and other event scheduling software.
Strong organizational skills and an ability to prioritize and complete simultaneous projects with minimal supervision.
Skill in editing documents for spelling and grammar.
Excellent customer service skills.
Ability to diffuse and respond professionally to stressful situations and difficult people.
Ability to think critically and make clear, well-reasoned and timely decisions.
Ability to interpret and apply laws, regulations, policies and procedures consistently.
Ability to interact in a professional manner with staff, faculty, students, and the community in a service-oriented environment.
Ability to anticipate and diffuse problems before they occur.
Ability to work independently and follow through on assignments.
Ability to collaborate and work effectively within the community and willing to contribute to a team effort.
Ability to effectively manage a team by providing information, guidance and motivation.
Ability to assume new responsibilities and carry them out in an efficient manner.

Nice To Haves

Bachelor's Degree from an accredited institution in Hospitality Management or related field.
Two years full-time professional event planning and scheduling experience.
Experience in a higher education setting.
Experience leading the work of others by providing information, guidance and motivation.
Experience with Resource 25.
Experience providing guidance and operational support to staff in daily activities.

Responsibilities

Plans and schedules large scale University and community events in compliance with university regulations, policies and procedures.
Maintains and updates campus-wide events and setup calendars, coordinating tasks and resources to ensure spaces are ready for events.
Collaborates with a wide variety of campus constituents and outside contractors to coordinate event logistics.
Assists with recruitment, onboarding, and training of OPS student staff.
Provides daily leadership and direction to assigned Cohen Information Booth OPS student workers.
Reviews OPS student staff documentation, including nightly reports and setup forms to maintain accuracy, consistency and smooth event operations.
Resolves unique and conflicting event scheduling and planning situations as each event must be handled differently using judgment and discretion.
Prepares event fee estimates, invoices, collects deposits and final payments from customers. Must be PCI compliant.
Monitors campus events for compliance and implements University policy with regard to the Use of University Facilities, Postings and Solicitation on Campus, Consumption of Alcohol on Campus, Animals on Campus, and Public Expression within the Student Union.
Conducts routine facility checks across campus buildings to assess room setups, technology, and operational readiness; reports safety, security, and maintenance issues and coordinates follow ups with appropriate department and vendors as needed.
Coordinates weekly supervisor meetings and monthly all-staff In-Service sessions to support training, communication and staff development.
Monitors digital directories and signage across campus buildings to ensure content accuracy and proper function.
Performs other job-related duties as assigned.