Event Planning Coordinator

University of North Florida Alumni Association•Jacksonville, FL

1d•$41,187

About The Position

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.

Requirements

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.
This position requires a positive, self‑motivated individual with excellent interpersonal and communication skills.
Must be willing to work in an environment requiring a strong emphasis on providing superior customer service in conformance with the University’s mission and values.
The Delaney Student Union is 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 with their individual needs and concerns.
To support this mission, the position is required to demonstrate a caring and patient attitude and utilize effective conflict‑resolution skills.
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

Nice To Haves

Experience with event scheduling (EMS) and/or diagramming (Social Tables) software.
Experience supervising students.
Event management, hospitality, or operations experience.
Excellent customer service skills 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.

Responsibilities

Manage meetings, events, and tabling reservations in Student Union facilities for 250+ University groups
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
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 post‑reservation excessive clean‑up, damages, or additional services.
Assist with post‑reservation 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.
Hire, train, and supervise the Reservations Assistant student team.
Provide constructive performance feedback aligned with NACE Career‑Readiness 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.
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.
Interpret University policies related to space reservations.
During declared campus emergencies, perform specific job‑related duties at a designated off-campus 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.