Event Services Associate

Event Services Associate

The Event Services Associate supports the planning and execution of conferences, meetings, and special events within the Herbert University Center (HUC) by ensuring accurate event setup, operational readiness, and exceptional client service. This role serves as an on-site operational support position, providing day-to-day oversight of student event staff and assisting with facility readiness under the guidance of event planning staff to support University and external clients. The position primarily works Tuesday through Saturday with an emphasis on evening hours, with schedules adjusted as needed to meet event and operational demands.

Event Operations & Execution

• Coordinate and execute daily event setups and breakdowns for conferences, meetings, and special events, ensuring all rooms, furnishings, and equipment are accurately arranged according to event specifications.
• Review event orders and setup requirements prior to each event to ensure accuracy, completeness, and operational feasibility.
• Perform physical duties including lifting, moving, pushing, and pulling furniture and equipment weighing 50+ pounds, and remaining on foot for extended periods during event operations.
• Serve as the on-site event point of contact during assigned shifts, resolving operational issues and ensuring seamless event execution when event planning staff are not present.
• Ensure all requested client services are delivered accurately, on time, and in accordance with established HUC standards.
• Function occasionally as the on-site audiovisual technician during some events by operating and supporting sound, projection, and presentation systems in accordance with event requirements.

Staff Supervision & Leadership

• Hire, train, schedule, and provide day-to-day supervision for approximately eight OPS/student event setup staff members.
• Assign tasks, provide clear instructions, and monitor performance during event setups and operations to ensure efficiency, safety, and accountability.
• Support the development of student staff by modeling professionalism, providing coaching, and enforcing policies and procedures consistently.

Facilities, Equipment & Inventory Management

• Ensure proper maintenance, cleanliness, organization, and storage of event furnishings, equipment, storage areas, and event spaces.
• Conduct periodic inventories of furniture, supplies, and audiovisual equipment; document and report damaged, missing, or malfunctioning items and replacement needs.
• Set up, operate, break down, and properly store audiovisual equipment, verifying functionality and readiness for client use.

Building Operations, Safety & Emergency Response

• Assist with building operations including opening, closing, monitoring, and clearing the facility in accordance with HUC procedures.
• Conduct regular facility rounds during events to remain visible, accessible, and responsive to client and guest needs.
• Follow and implement established emergency and safety procedures and serve as a Building Emergency Coordinator when required.

Customer Service & Administrative Support

• Provide courteous, professional customer service to clients, guests, staff, and vendors in person, by phone, and via email.
• Assist visitors with general information regarding HUC services and the University of North Florida, including event rentals, tours, and directional assistance.
• Document event-related issues, client concerns, or requested changes and communicate them promptly to the event planning team.
• Provide front desk coverage and answer phones.
• Manage time effectively and complete assignments in compliance with all HUC and UNF policies and procedures.
• Perform other related duties as assigned to support event and facility operations.

Supervisory Responsibilities

• Supervision Exercised: Provides direct supervision to approximately eight OPS/student event setup staff members, including task assignment, performance monitoring, and on-the-job training.
• Supervision Received: Works independently in the performance of routine duties; refers complex, unusual, or non-routine issues to a supervisor for guidance or resolution.

Core Competencies

• Customer Service
• Event Operations Support
• Communication Skills
• Team Leadership and Collaboration
• Time Management and Organization
• Attention to Detail

Required Qualifications

High school diploma and 2+ years of relevant experience. Or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219. This position primarily works evening shifts Tuesday through Friday and includes Saturday as part of the regular schedule, with hours varying based on events. Please confirm that you are able and willing to work this schedule.

Statement(s) of Understanding

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.

Equal Opportunity

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.

Carnegie

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.