Event Operations Coordinator

The Office of University Events and Protocol oversees all non-academic use of campus venues, summer camps and conferences, intern housing, and internal and external campus events. The office supports Florida Tech's mission of teaching, research, and service through the effective development and management of events that communicate and enhance the university's reputation for excellence, especially those that increase the university's visibility. The university's facilities exist primarily for education, research, and public service. When space is available, Florida Tech is committed to making its facilities available to external groups and organizations whose purposes are consistent with the university's mission. Responsibilities include overseeing centralized scheduling of campus venues, venue management and supervision, student staff supervision, event planning and execution, office support with extensive phone and email work, and data entry. This role requires strong communication skills, attention to detail, and the ability to work effectively in a fast-paced, team-oriented environment. The position requires flexibility in the work schedule due to evening and weekend events. Responsibilities Include: Coordinate logistical support for events with internal service providers and external vendors. Assist with populating contract templates with pertinent information for external clients and third-party vendors. Provide on-site support during event setup, execution, and breakdown to ensure smooth operations. Troubleshoot on-site issues and elevate concerns to Event Managers when necessary. Upon completion of events, confirm accurate billing information, generate invoices and distribute invoices to clients. Reconcile payments in EMS. Evaluate and approve student organization and campus department reservation requests received via the Event Management System (EMS). Input requests and related event data into EMS. Answer department phone calls and emails received to alias email addresses. Answer routine questions and elevate calls as needed, and route to the appropriate staff member. Assist with creating room diagrams in Social Tables for various campus venues. Oversee student setup staff with setups of event venues as necessary. Requirements Include: Bachelor degree in Hospitality Management preferred 1-2 years of related experience required Valid driver’s license Microsoft Office: Word, Excel, PowerPoint, Publisher, Outlook Experience in event scheduling, room reservations, event management, and supervision Excellent organizational and follow-up skills Strong oral, written, and interpersonal skills Ability to establish and maintain good rapport with clients, staff, and collaborate with other departments Knowledge of EMS and Social Tables (or related event management and room diagramming software) is a plus Equal Opportunity Florida Institute of Technology does not discriminate on the basis of race, color, national or ethnic origin, religion, disability, age, genetic information, marital status, citizenship status, veteran status, and other legally protected characteristics in its activities and programs. In accordance with Title IX of the Education Amendments of 1972, Florida Tech does not discriminate on the basis of sex. Inquiries concerning the application of the Non-Discrimination and Anti-Harassment policy may be directed to the Equal Opportunity Director and Investigator at 150 West University Blvd, Melbourne, FL 32901, or email View email address on click.appcast.io, or View phone number on click.appcast.io; or to the U.S. Department of Education Office for Civil Rights. Americans with Disabilities Act Please notify us at least five days in advance if a reasonable accommodation for a disability is needed by calling the Office of Human Resources at View phone number on click.appcast.io. Official Transcripts Official transcripts of all collegiate work must be sent directly from the attended institution to the Office of Human Resources prior to the first day of employment. All international degrees must have a course-by-course official evaluation and translation sent to the Human Resources Office directly from an evaluation company affiliated with the National Association of Credential Evaluation Services, Inc. (NACES). We are an E-verify employer #J-18808-Ljbffr