Event Operations Coordinator

Florida Institute of Technology

20h

About The Position

The Office of University Events and Protocol oversees all non-academic use of campus venues, summer camps and conferences, intern housing, and internal and external campus events. The office supports Florida Tech's mission of teaching, research, and service through the effective development and management of events that communicate and enhance the university's reputation for excellence, especially those that increase the university's visibility. The university's facilities exist primarily for education, research, and public service. When space is available, Florida Tech is committed to making its facilities available to external groups and organizations whose purposes are consistent with the university's mission. Responsibilities include overseeing centralized scheduling of campus venues, venue management and supervision, student staff supervision, event planning and execution, office support with extensive phone and email work, and data entry. This role requires strong communication skills, attention to detail, and the ability to work effectively in a fast-paced, team-oriented environment. The position requires flexibility in the work schedule due to evening and weekend events.

Requirements

Bachelor degree in Hospitality Management preferred
1-2 years of related experience required
Valid driver’s license
Microsoft Office: Word, Excel, PowerPoint, Publisher, Outlook
Experience in event scheduling, room reservations, event management, and supervision
Excellent organizational and follow-up skills
Strong oral, written, and interpersonal skills
Ability to establish and maintain good rapport with clients, staff, and collaborate with other departments
Knowledge of EMS and Social Tables (or related event management and room diagramming software) is a plus

Responsibilities

Evaluate and approve student organization and campus department reservation requests received via the Event Management System (EMS).
Input requests and related event data into EMS.
Responsible for training of end users and Venue Managers for the EMS Webapp and Desktop Client when necessary.
Manage and update campus department and student organization data in the Event Management System (EMS) each semester or as needed.
Answer department phone calls and emails received to alias email addresses.
Answer routine questions and escalate calls as needed, and route to the appropriate staff member.
Coordinate logistical support for events with internal service providers and external vendors.
Upon completion of events, confirm accurate billing information, generate invoices and distribute invoices to clients.
Reconcile payments in EMS.
Assist with creating room diagrams in Social Tables for various campus venues.
Oversee student setup staff with setups of event venues as necessary.
Provide on-site support during event setup, execution, and breakdown to ensure smooth operations.
Troubleshoot on-site issues and escalate concerns to Event Managers when necessary.