Coordinator Events Planning

Events Planning Coordinator University Center The Events Planning Coordinator serves as the primary contact for clients utilizing the University Center, UNF's full-service conference facility. This position is responsible for managing the full event lifecycleincluding consultation, reservations, planning, and on-site executionto ensure high-quality, seamless event experiences. By coordinating event logistics, communicating requirements to campus partners, and delivering responsive, professional customer service, the Events Planning Coordinator supports the University Center's commitment to operational excellence. The role plays a critical part in maintaining client satisfaction, supporting daily operations, and upholding the facility's standards of quality and professionalism. Client Engagement & Event Planning Serve as the primary point of contact for inquiries regarding University Center spaces, services, and availability, remaining the client liaison from initial consultation through execution and completion. Conduct guided facility tours for prospective clients, highlighting features, services, and setup options. Consult with clients to understand event objectives and identify logistical needs and service requirements (e.g., room setups, technology, catering, parking). Assist clients in selecting appropriate spaces and services and provide cost estimates based on event needs. Communicate policies, guidelines, deadlines, and pricing to clients in a clear, customer-focused manner. Reservation Management & Documentation Create, manage, and update reservations using the established scheduling system, ensuring all service orders and event details are accurately documented in accordance with required deadlines. Maintain complete and organized records of event correspondence, changes, and final details. Develop setup diagrams, timelines, and supporting documentation as needed. Ensure all event details are confirmed and communicated to team members in a timely manner. Event Logistics & Execution Coordinate event services and logistics with campus partners such as Catering, AV/ITS, Custodial, and Facilities. Verify room setups and assist with physical setups as needed, including occasional heavy lifting. Serve as on-site support to manage daily events, provide customer service, and ensure services are delivered and executed as planned and contracted. Troubleshoot issues promptly and professionally to maintain a high level of client satisfaction. Provide on-site event support during the required frequent weekend and evening hours, as staff schedules directly align with the facility's event schedule and operational needs. Operational Support & Collaboration Support billing processes by reviewing event details, confirming rendered services, and invoicing events. Build and maintain positive relationships with recurring clients to support ongoing usage of the facility. Participate in departmental and client meetings, walkthroughs, planning discussions, and training sessions. Assist with overall management of University Center operations, to include providing direction and oversight to setup crews and campus partners when manager on duty. Marginal Functions Attend professional development programs and events in hospitality-related functions and associations, as a representative of the University Center. Serve on university committees as departmental representative. Assist with additional departmental projects as assigned. Core Competencies Customer Focus: Deliver responsive, courteous, and solution-oriented service to clients. Communication: Communicate clearly and effectively to staff, clients, and partners. Organization: Manage multiple events, tasks, and priorities with accuracy, attention to detail, and timeliness. Problem Solving: Address operational challenges, client concerns, and scheduling conflicts proactively. Adaptability: Adjust to changing event needs, schedules, and departmental priorities. Initiative: Take action to support events and enhance services. Professionalism: Demonstrate reliability, integrity, and sound judgment in all responsibilities. Independent Work: Manage tasks autonomously, prioritize responsibilities, and complete assignments with minimal supervision. Required Qualifications Master's or Bachelor's degree and 2+ years of relevant experience, or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219. Statement(s) of Understanding 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. Equal Opportunity The University of North Florida (UNF) is committed to providing an inclusive and welcoming environment for all who interact in our community. In building this environment, we strive to attract students, faculty and staff from a variety of cultures, backgrounds and life experiences. The University of North Florida does not commit or permit discrimination or harassment on the basis of genetic information, race, color, religion, age, sex, disability, marital status, national origin, or veteran status in any educational, employment, social, recreational program or activity that it offers. In addition, UNF will not commit or permit retaliation against an individual who reports discrimination or harassment or an individual who cooperates in an investigation of an alleged violation of university regulation. Carnegie UNF is a Carnegie Community Engaged Institution. This designation celebrates the University's collaboration with community partners from the local to the global level. It reflects UNF's mission to contribute to the public good and prepare educated, engaged citizens.

Created: 2026-03-05