Special Events Manager

About FIU Florida International University is a Top 50, preeminent public research university with 55,000 students from all 50 states and more than 140 countries, as well as an alumni network of more than 340,000. Located in the global city of Miami, the university offers more than 200 degree programs at the undergraduate, graduate and professional levels, including medicine and law. FIU faculty are leaders in their fields and include National Academy members, Fulbright Scholars and MacArthur Genius Fellows. A Carnegie R1 institution, FIU drives impactful research in environmental resilience, health and technology and innovation. Home to the Wall of Wind and Institute of Environment, FIU stands at the forefront of discovery and innovation. With a focus on student success, economic mobility and community engagement, FIU is redefining what it means to be a public research university. Job Summary The Special Events Manager supports the planning, coordination, and execution of a wide range of university events that advance institutional goals, strengthen community engagement, and enhance the student, alumni, donor, faculty, staff, and visitor experience. Working collaboratively with campus partners, university leadership, vendors, and external stakeholders, the Special Events Manager assists with event logistics from concept through completion, ensuring events are delivered professionally, efficiently, on budget, and in alignment with university standards. The ideal candidate is an organized, detail-oriented, collaborative, and solutions-oriented professional with strong communication and project management skills and a passion for creating memorable, high-quality experiences in a higher education environment. Supports the planning, coordination, and execution of assigned events within the Department of University Protocol, Ceremonies, and Events portfolio. Supports major university events, including commencement, convocations, ceremonies, institutional celebrations, and other high-profile events. Communicates professionally and effectively with university leadership, faculty, staff, students, alumni, donors, community members, vendors, and other event stakeholders. Assists with event logistics from initial planning through event completion, including venue reservations, registration, RSVP and guest management systems, audiovisual and technical requirements, setup, stage and seating arrangements, catering, signage, parking, accessibility, and event timing. Develops and maintains detailed event timelines, production schedules, planning checklists, and other project management tools to ensure all event components are completed accurately and on schedule. Assists with creating detailed event run-of-show documents and production plans; supports day-of-event logistics and makes adjustments to programming, timing, or production as needed. Conducts or assists with venue site visits and participates in pre-event planning meetings, production meetings, rehearsals, and post-event debriefs. Coordinates and collaborates with campus departments, university leadership, vendors, contractors, community organizations, and external partners to ensure seamless event planning and execution. Assists with contracting and coordinating university and external vendor services, including catering, audiovisual and production services, rentals, transportation, security, parking, and other event-related services. Prepares, organizes, and reviews event materials, including agendas, programs, scripts, signage, name badges, seating assignments, guest lists, briefing materials, and event packets. Provides on-site event management, including setup, and serves as a key point of contact during events, ensuring that event plans are implemented effectively and that attendees and stakeholders receive a high level of customer service. Troubleshoots event-related issues and responds quickly and professionally to changes or unforeseen circumstances, escalating concerns when appropriate. Maintains accurate inventory of event supplies, equipment, materials, and other resources; coordinates replenishment and organization as needed. Ensures assigned events comply with university policies and procedures, safety requirements, accessibility standards, risk management guidelines, and applicable legal or regulatory requirements. Minimum Qualifications Bachelor's degree and two (2) years of related experience; OR six (6) years of related experience; OR an equivalent combination of relevant education and/or experience. Departmental Requirements Experience with event planning. Desired Qualifications Experience working in higher education, nonprofit, or institutional event planning. Ability to perform duties that involve frequent walking, standing for extended periods during events, and occasionally lifting and transporting event materials, with or without reasonable accommodation. Knowledge of event planning, production, logistics, and project coordination principles and practices. Job Category Administrative Advertised Salary $50,000-$55,000 Work Schedule Begin time: 8:30 AM End time: 5:00 PM Working Condition(s) Operating University Vehicles (all types) Pre-Employment Requirements Criminal Background Check Driver's License Check Other Information Must attend meetings off campus and occasionally attend functions on weekends and evening Ability to travel locally and nationally. Ability to work flexible hours as needed. Ability to work occasional evenings, weekends and at locations outside of the University Disclosures Clery Notice In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the University Police department at Florida International University provides information on crimes statistics, crime prevention, law enforcement, crime reporting, and other related issues for the past three (3) calendar years. The FIU Annual Security report is available online at: To obtain a paper copy of the report, please visit the FIU Police Department located at 885 SW 109th Avenue, Miami, FL, 33199 (PG5 Market Station). Pay Transparency Florida International University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. Notice of Non-Discrimination FIU is a State University System of Florida member, Equal Opportunity, Equal Access, and Affiant ... All qualified applicants will receive consideration for employment decisions, programs, and events without regard to race, color, religion, sex, age, national origin, disability, or protected veteran status. For inquiries regarding non-discrimination, contact FIU's Office of Civil Rights at View phone number on click.appcast.io or email View email address on click.appcast.io. Reasonable Accommodation Statement Should you need an ADA accommodation to participate in a University event, program, or activity or need to request materials in an accessible format, please contact FIU's Office of Civil Rights (OCR) at View phone number on click.appcast.io or View email address on click.appcast.io. All requests for ADA accommodation or accessible materials for this event must be submitted to OCR at least seven (7) business days prior to the event or at the earliest possible opportunity. #J-18808-Ljbffr