Event Planning Coordinator

Event Coordinator

General Description / Primary Purpose : This work involves coordinating events, managing event risk / compliance, performing invoicing duties, and supervising student / OPS employees at the John A. Delaney Student Union. This position is involved in the planning of over 2,300 events per year, which are primarily student engagement programs.

Job Functions :

• Student Organization Reservations :
• Manage meeting, event, and tabling reservations in the Student Union facilities for 250+ University groups, such as 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, ensure accuracy of details in EMS, assess charges for room rentals and services, and drive communication with clients. Practice effective space utilization procedures.
• Advise clients on Student Union policies, pricing, setups, and available equipment / technology. Give presentations and training to Student Organizations.
• In accordance with University policies and procedures, evaluate risk associated with reservations and guide clients through approval processes, including compliance with FL Dept. of Health regulations, Environmental Health and Safety policies, parking arrangements, alcohol, third-party vendors, physical activity, scheduled demonstrations, amplified sound, large crowds, and security presence.
• Coordinate with Event Services team regarding requested production support (i.e. room setups, technology services, event staffing, and work orders). Audit space setups and greet clients. Work with Event Services team to assess fees for post-reservation excessive clean-up, damages, etc.
• Assist with post-reservation client satisfaction surveys, whereby services are immediately reviewed for successes and areas of improvement.
• Ensure all applicable charges are entered into EMS and billed as appropriate. Invoice and collect payments according to proper University intake / deposit procedures; may have access to the department safe.
• Student Staff Supervision and Career Development :
• Hire and supervise Reservations Assistant student team. Provide constructive feedback on student staff performance in alignment with NACE Career-Readiness Competencies.
• Provide training and professional development to Reservations staff. Coach, advise, and instruct students as appropriate to develop their customer service skills and position knowledge.
• Maintain an accurate and comprehensive position manual and resources for Reservations Assistants.
• Back up for University Department, External Group, and Market Days Reservations :
• In the absence of other Event Coordinators, manage space reservations for other client types.
• Supervise the Guest Services Assistant student / OPS team in the absence of the regular supervisor.