Special Events Coordinator

Special Events Coordinator

The Special Events Coordinator supports the Special Events team in the planning and execution of high-level events and projects that further the university's fundraising and stewardship goals. This position plays a key role in delivering exceptional event experiences, particularly those involving the President, major donors, and other VIP stakeholders.

The Special Events Coordinator is responsible for a range of event logistics and administrative functions. Key responsibilities include managing RSVP processes, coordinating vendors, preparing event communications, and collaborating with internal and external campus partners to ensure smooth operations. In addition to event support, this role provides critical administrative assistance, often handling confidential information and serving as a liaison to specific donor populations.

Responsibilities include, but are not limited to :

• Assisting in the development and monitoring of the department's annual operating budget, including processing expense reports, tracking accounts payable, and managing personnel-related data.
• Managing daily administrative tasks, including answering calls with professionalism, greeting visitors, distributing mail, maintaining calendars, and scheduling appointments and meetings.
• Making travel arrangements and coordinating meeting logistics, including catering, venue setup, and collaboration with Parking Services.
• Planning and supporting meetings, conferences, and social functions from composing and sending invitations to securing venues, ordering refreshments, and coordinating logistics.
• Maintaining office supply inventory, submitting and tracking work orders, and coordinating general building maintenance.
• Assisting with the organization and mailing of donor stewardship reports and supporting the operations of the University Development team, including administrative support for search committees.
• Processing travel reimbursement paperwork and ensuring compliance with university guidelines.

During declared campus emergencies, this position may be required to perform specific job related duties at a designated off campus location or place of residence.

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.

Required documents to be uploaded : 1. Cover Letter 2. Resume Applicants must complete an online application, as well as upload supplemental documents, in order to be considered for this position. Applicants who do not apply online and / or upload all the required documents will not be considered for this position.

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.

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.

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.