Events and Operations Specialist

Jacksonville, FL - USA

Monthly Salary: Not Disclosed

Posted on: 9 hours ago

Vacancies: 1 Vacancy

Job Summary

Classification Title:	Conference/Event Planner III
Classification Minimum Requirements:	A bachelors degree in an appropriate area of specialization and three years of appropriate experience; or a high school diploma and seven years of appropriate experience. Appropriate college course work may substitute at an equivalent rate for the required experience
Job Description:	ABOUT UF JACKSONVILLE The University of Florida is expanding its statewide presence with the development of UF Jacksonville a new graduate-focused campus designed to advance educational opportunity fuel regional workforce development and strengthen UFs impact across Northeast Florida. Offering graduate programs across engineering computer science AI business law design and health-related fields UF Jacksonville is building a modern student-centered environment that emphasizes hands-on learning industry collaboration and meaningful engagement with the Jacksonville community. As the campus grows UF Jacksonville is developing a comprehensive operational infrastructure to support academic programs student services community-facing events and the day-to-day activities that shape the campus experience. This role is central to that mission ABOUT THE POSITION This position will be located at 801 W. Bay Street in Jacksonville FL. It is a full-time role with a work schedule of Wednesday through Sunday 10:00 a.m. to 7:00 p.m. Additional evening hours may be required to support student-facing events orientations or special campus activities. Flexibility is expected during peak enrollment periods and major campus events. Event Planning & On-Site Event / Weekend Operational Support This role coordinates the planning scheduling and execution of a wide range of campus events including orientations workshops receptions lectures recruitment activities student programs non-credit educational offerings and community engagement events. Responsibilities include managing all event logistics such as timelines agendas RSVPs registration processes attendee communications room assignments and preparation of event materials. The position oversees event setup and teardown including furniture arrangements staging décor signage and overall space readiness ensuring all activities align with UF safety accessibility and brand standards. The role serves as the primary liaison for catering audiovisual and IT support parking and external vendors and maintains systems to track RSVPs attendance evaluations and post-event follow-up. During events this position leads on-site operations by welcoming and directing guests monitoring event spaces resolving facility or A/V issues coordinating vendor arrivals and making real-time adjustments as needed. The role also supports weekend academic programming and non-credit instructional offerings by coordinating classroom readiness managing building access assisting faculty and students and troubleshooting facility or technology needs during weekend classes. After-hours responsibilities may include coordinating safety procedures securing the building and addressing urgent facility needs. Building Operations & Front-Desk Support This position provides daily front-desk coverage greets visitors answers phones and routes inquiries to appropriate staff faculty or departments. It serves as a welcoming and knowledgeable first point of contact for students vendors and community partners while supporting a positive and professional campus experience. The role monitors the cleanliness safety and readiness of classrooms conference rooms lounges hallways and shared spaces coordinating with facilities and custodial staff to resolve issues as needed. Responsibilities also include managing building access tracking badge activation requests coordinating with security or IT partners and ensuring appropriate access during events. The position ensures compliance with UF asset certification requirements by coordinating annual off-site Required Asset Certifications for capital assets and attractive property in myAssets verifying asset location and business use and maintaining accurate records in accordance with university policy. Additional duties include maintaining inventories of office supplies event materials hospitality items signage and general operational resources; supporting mail distribution and deliveries; monitoring equipment; and ensuring overall building readiness for daily operations. Administration & Coordination The role assists with maintaining event calendars building schedules reservation requests and operational workflows supporting academic non-credit and community programming. It supports administrative and financial processes such as invoice processing expenditure tracking initiating purchases coordinating procurement activities and maintaining documentation in compliance with UF fiscal policies. This position develops and maintains checklists guides templates and standard operating procedures for recurring events and operational activities and supports the preparation of event summaries attendance reports and operational documentation to inform planning and decision-making. The role collaborates closely with cross-campus partners including academic programs facilities IT marketing security and vendors to ensure consistent high-quality operations and contributes to continuous improvement efforts by identifying opportunities to enhance event execution strengthen the visitor experience and improve campus operations. Performs other duties as assigned to support the mission and strategic priorities of UF Jacksonville.
Expected Salary:	$70000
Preferred:	Proficiency in Microsoft Office. Experience in event planning event logistics hospitality operations or event coordination preferably within higher education nonprofit or public-sector environments. Strong organizational and time-management skills with the ability to multitask and coordinate multiple events or operational activities simultaneously. Excellent interpersonal and communication skills; comfortable interacting with students faculty staff vendors and community members. Familiarity with A/V equipment room-setup standards event tools or scheduling systems. Ability to anticipate needs problem-solve quickly and remain composed in fast-paced or changing environments. Experience managing inventories coordinating facilities support and overseeing building readiness. Demonstrated commitment to professionalism customer service and creating welcoming experiences for all campus visitors.
Special Instructions to Applicants:	In order to be considered you must upload your cover letter and resume. Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required:	No

Required Experience:

Classification Title:Conference/Event Planner IIIClassification Minimum Requirements:A bachelors degree in an appropriate area of specialization and three years of appropriate experience; or a high school diploma and seven years of appropriate experience. Appropriate college course work may substitu...

Classification Title:	Conference/Event Planner III
Classification Minimum Requirements:	A bachelors degree in an appropriate area of specialization and three years of appropriate experience; or a high school diploma and seven years of appropriate experience. Appropriate college course work may substitute at an equivalent rate for the required experience
Job Description:	ABOUT UF JACKSONVILLE The University of Florida is expanding its statewide presence with the development of UF Jacksonville a new graduate-focused campus designed to advance educational opportunity fuel regional workforce development and strengthen UFs impact across Northeast Florida. Offering graduate programs across engineering computer science AI business law design and health-related fields UF Jacksonville is building a modern student-centered environment that emphasizes hands-on learning industry collaboration and meaningful engagement with the Jacksonville community. As the campus grows UF Jacksonville is developing a comprehensive operational infrastructure to support academic programs student services community-facing events and the day-to-day activities that shape the campus experience. This role is central to that mission ABOUT THE POSITION This position will be located at 801 W. Bay Street in Jacksonville FL. It is a full-time role with a work schedule of Wednesday through Sunday 10:00 a.m. to 7:00 p.m. Additional evening hours may be required to support student-facing events orientations or special campus activities. Flexibility is expected during peak enrollment periods and major campus events. Event Planning & On-Site Event / Weekend Operational Support This role coordinates the planning scheduling and execution of a wide range of campus events including orientations workshops receptions lectures recruitment activities student programs non-credit educational offerings and community engagement events. Responsibilities include managing all event logistics such as timelines agendas RSVPs registration processes attendee communications room assignments and preparation of event materials. The position oversees event setup and teardown including furniture arrangements staging décor signage and overall space readiness ensuring all activities align with UF safety accessibility and brand standards. The role serves as the primary liaison for catering audiovisual and IT support parking and external vendors and maintains systems to track RSVPs attendance evaluations and post-event follow-up. During events this position leads on-site operations by welcoming and directing guests monitoring event spaces resolving facility or A/V issues coordinating vendor arrivals and making real-time adjustments as needed. The role also supports weekend academic programming and non-credit instructional offerings by coordinating classroom readiness managing building access assisting faculty and students and troubleshooting facility or technology needs during weekend classes. After-hours responsibilities may include coordinating safety procedures securing the building and addressing urgent facility needs. Building Operations & Front-Desk Support This position provides daily front-desk coverage greets visitors answers phones and routes inquiries to appropriate staff faculty or departments. It serves as a welcoming and knowledgeable first point of contact for students vendors and community partners while supporting a positive and professional campus experience. The role monitors the cleanliness safety and readiness of classrooms conference rooms lounges hallways and shared spaces coordinating with facilities and custodial staff to resolve issues as needed. Responsibilities also include managing building access tracking badge activation requests coordinating with security or IT partners and ensuring appropriate access during events. The position ensures compliance with UF asset certification requirements by coordinating annual off-site Required Asset Certifications for capital assets and attractive property in myAssets verifying asset location and business use and maintaining accurate records in accordance with university policy. Additional duties include maintaining inventories of office supplies event materials hospitality items signage and general operational resources; supporting mail distribution and deliveries; monitoring equipment; and ensuring overall building readiness for daily operations. Administration & Coordination The role assists with maintaining event calendars building schedules reservation requests and operational workflows supporting academic non-credit and community programming. It supports administrative and financial processes such as invoice processing expenditure tracking initiating purchases coordinating procurement activities and maintaining documentation in compliance with UF fiscal policies. This position develops and maintains checklists guides templates and standard operating procedures for recurring events and operational activities and supports the preparation of event summaries attendance reports and operational documentation to inform planning and decision-making. The role collaborates closely with cross-campus partners including academic programs facilities IT marketing security and vendors to ensure consistent high-quality operations and contributes to continuous improvement efforts by identifying opportunities to enhance event execution strengthen the visitor experience and improve campus operations. Performs other duties as assigned to support the mission and strategic priorities of UF Jacksonville.
Expected Salary:	$70000
Preferred:	Proficiency in Microsoft Office. Experience in event planning event logistics hospitality operations or event coordination preferably within higher education nonprofit or public-sector environments. Strong organizational and time-management skills with the ability to multitask and coordinate multiple events or operational activities simultaneously. Excellent interpersonal and communication skills; comfortable interacting with students faculty staff vendors and community members. Familiarity with A/V equipment room-setup standards event tools or scheduling systems. Ability to anticipate needs problem-solve quickly and remain composed in fast-paced or changing environments. Experience managing inventories coordinating facilities support and overseeing building readiness. Demonstrated commitment to professionalism customer service and creating welcoming experiences for all campus visitors.
Special Instructions to Applicants:	In order to be considered you must upload your cover letter and resume. Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required:	No