Meeting/Event Assistant

Meeting/Event Assistant

The University of Central Florida (UCF) College of Health Professions and Sciences (CHPS) is seeking an energetic and organized Meeting/Event Assistant to serve as the operational heartbeat of its Innovative Center (IC) a dynamic hub where healthcare education, community partnership, and research intersect.

In this role, you'll help create the experiences that bring students, faculty, industry partners, and community leaders together by managing building access, welcoming stakeholders at the front desk, and providing hands-on event planning and day-of execution support. You'll also deliver essential administrative and purchasing support to faculty and Associate Deans, assist with research-related activities in the complex, and serve as a go-to resource for IT coordination.

Responsibilities:

• Innovative Center (IC) Reception: Serve as primary receptionist for the Innovative Center building to greet, direct, and process intake for internal and external stakeholders arriving at the facility, including UCF students, UCF faculty, UCF staff, community partners, industry partners, external funding agency representatives, and vendors.
• IC Facility Access Support: Manage DNA Fusion for UCF ID card access and manage keyed access for the Innovative Center building and individual suite access.
• IC/CHPS Event Planning Support: Work closely with and support college leadership (e.g., Associate Deans, Director of Communications), Dean's office staff, and CHPS faculty with the planning and preparation for annual reoccurring events as well as individual events and ceremonies (e.g., Fall Assembly, Spring Assembly, Assistive Technology Fair, Healthy Aging Fair).
• IC Event Vendor/Procurement Support: Arrange for food, refreshments, entertainment, etc., as relevant to individual events in IC and serve as primary contact for selected internal and external vendors, track expenses within event budgets, review/approve contracts, invoices, and submit for approval and payment processing.
• IC Event Implementation Support: Provide on-site support, overseeing set-up and breakdown of furniture and clinical/research/IT equipment, arranging for and managing student volunteers, managing reception/registration, providing facility tours including the provision of factual information on college goals and activities, and helping to address any issues or emergencies that may arise in conjunction with involved CHPS faculty, staff, and students.
• IC Communications Support: Coordinate with relevant college leadership and teams to set-up event advertisement, website, social media (pre- and post-event), registration, arrange photography, maintain and generate event rosters, maintain contact and attendance sheets, create participation certificates, maintain debriefing notes, and manage event success data (post-event survey development/management/analysis) / other database materials.
• IC Facility Usage Support: Provide general troubleshooting for infrastructure and IT in shared and research lab spaces, make JIT and regular connections/requests to IT/building management for professional support as needed for on-site activities, meetings events, and day-to-day operations.
• Faculty/Associate Dean Administrative Support: Assist with scheduling, calendaring, purchasing, and general administrative support activities.
• Other duties associated with college research, instruction, and outreach activities in support of the CHPS Strategic Plan as they might arise and be assigned.

Minimum Qualifications :

High School Diploma or equivalent and 2+ years of relevant experience, or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219(6).

Preferred Qualifications :

• Bachelor's or Master's degree in a related field.
• Experience in event planning, coordination, or execution, including on-site logistics and vendor management.
• Experience in a higher education or healthcare environment.
• Front-desk, receptionist, or customer-facing experience in a professional or institutional setting.
• Experience providing administrative and purchasing support, including processing purchase orders, expense reports, or reimbursement requests.
• Proficiency with productivity and communication tools such as Microsoft Office Suite (Outlook, Excel, PowerPoint) and/or digital design tools.
• Familiarity with Workday or other institutional enterprise systems.
• Communications experience, including writing, social media coordination, or stakeholder-facing correspondence.

Additional Application Materials Required:

• Resume organized to highlight relevant background, training & employment experience.
• Cover letter detailing background/training/experience relating to Minimum Qualifications and the Preferred Qualifications.

Special Instructions to the Applicants:

• The anticipated hourly range for this position is $20.29 - $23.18. The final rate will be determined based on the candidate's qualifications, experience, and internal equity considerations.
• Work schedule may occasionally vary to support special events and programs, including early mornings, evenings, or weekends.
• All applicants must be authorized to work for any U.S. employer. Visa sponsorship is not available for this position, and the university cannot accommodate H?1B transfers or employment-based visa processing for individuals currently sponsored by another employer.

University of Central Florida (UCF)