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 QualificationsMaster'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 HoursMonday through Friday, 8 a.m. to 5 p.m.; evening and weekend hours as required.[]{style=

Created: 2026-03-07