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.

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