Event Planning Coordinator

Department

Student Union, Event & Guest Services

Compensation

$45,814.32 Annual

General Description / Primary Purpose:

This is work coordinating events, managing event risk/compliance, performing budget tracking duties, and providing work direction to student employees at the John A. Delaney Student Union. This position is involved in the planning of over 2,300 events per year, which are primarily student engagement programs.

Job Functions:

Reservations:

• Manage event and meeting reservations in the Student Union facility for 250 groups, such as Registered Student Organizations (RSOs) and chapters affiliated with the Office of Fraternity and Sorority Life (OFSL).
• Review reservation requests, ensure accuracy of details in EMS, assess charges for room rentals and services, and drive communication with clients. Practice effective space utilization procedures.
• Advise clients on Student Union policies, pricing, setups, and available equipment/technology.
• In accordance with University policies and procedures, evaluate risk associated with events and guide clients through approval processes, including compliance with FL Dept. of Health regulations, Environmental Health & Safety policies, parking arrangements, alcohol, third-party vendors, physical activity, scheduled demonstrations, amplified sound, large crowds, and security presence.
• Coordinate with Event Services team regarding requested production support (i.e. room setups, technology services, event staffing, and work orders). Audit event setups and greet clients. Work with Event Services team to assess fees for post-event excessive clean-up, damages, etc.
• Assist with post-event client satisfaction surveys, whereby event services are immediately reviewed for successes and areas of improvement.
• Ensure all applicable charges are entered into EMS and billed as appropriate. Invoice and collect payments according to proper University intake/deposit procedures; may have access to the department safe., Market Day Vendor Reservations:
• Manage vendor reservations for the Student Union Market Day program (approx. 1,200 per year; held Wednesdays in Fall and Spring semesters).
• Review Market Day reservation requests, ensure accuracy of details in EMS, assess charges for booth/equipment rentals, and drive communication with Student Organizations, University Departments, and External Groups.
• Follow proper Facilities Use Agreement protocols and ensure all external vendors have a fully executed agreement, certificate of liability insurance, payment, and other necessary waivers on file prior to Market Day participation.
• Advise vendors on Market Day policies, pricing, setups, and available equipment.
• In accordance with University, local, and state policies/procedures/regulations, evaluate risk associated with Market Day vendor activities, food, sales, and giveaways through applicable approval processes and ensure compliance with FL Dept. of Health, Environmental Health & Safety policies, and University Police Department policies and regulations.
• Coordinate parking arrangements, amplified sound, work orders, and special staffing requests for Market Days.
• Collaborate with Market Day creative team to ensure event diagram is completed and work orders are requested in a timely manner.
• Coordinate with Event Services team regarding requested Market Day production support (i.e. event setup, audiovisual technology, event staffing, and work orders). Audit Market Day event setup.
• Assist with post-Market Day vendor satisfaction surveys, whereby services are immediately reviewed for successes and areas of improvement.
• Ensure all applicable charges are entered into EMS and billed as appropriate. Invoice and collect payments according to proper University intake/deposit procedures; may have access to the department safe.

Event Coordinator Position Resources:

• Maintain and update the position manual and various resources and guides in place for all Student Union staff who serve as Event Coordinators.
• Research best practices and conduct outreach to Union staff at other institutions; be a member of applicable professional organizations like ACUI and engage with the services and resources offered; advise Associate Director on findings and edit procedural documentation as needed.
• Assist the Associate Director in training Event Coordinators according to established departmental procedures and University regulations and policies., Payment Tracking and Reconciliation:
• Create payment tracking documents for each fiscal year and ensure staff receive proper procedures for recording receipt of reservation payments.
• Compile monthly Ageing Reports for Event Coordinators within the department to report out on outstanding rental income.
• Communicate regularly with departmental budget manager regarding status of payments received in order to accurately reconcile payments with reservations.
• Maintain monthly records of UBIT-qualifying rental income and complete yearly UBIT reports as requested by Controller's Office.

Marginal Functions:

• Interprets University policy for event reservations. 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.
• Additional duties as assigned by the Associate Director and Director of the Student Union. Assist in the set-up of events when needed.

Departmental Requirements:

• This position requires a positive, self-motivated person with excellent interpersonal and communication skills, willing to work in an environment requiring strong emphasis on providing superior customer service in conformance with the University's mission and values. The Delaney Student Union in an integral part of the Division of Academic and Student Affairs and, as such, is measured by its ability to successfully interact with students, faculty, and staff and to assist in their individual needs and concerns. To this end, the position will be required to demonstrate a caring and patient attitude and utilize conflict resolution skills.

Required qualifications:

• Event management, hospitality, or operations experience.
• Excellent customer service skills working in a support role.
• Excellent time management, written and oral communication skills, and attention to detail.
• Proficiency in Windows and Microsoft Office Suite.
• Experience training and directing the work of others.

Preferred qualifications:

• Experience with event scheduling (EMS) and/or diagramming (Social Tables) software a plus.
Experience supervising students preferred.

Supervision Exercised:

Provide work direction to approximately 5-10 student/OPS staff; supervise the Guest Services Assistant student/OPS team in the absence of the regular supervisor.

Supervision Received:

Reports to the Associate Director of the Student Union. Day-to-day functions are accomplished with minimal direct supervision in accordance with established policies and directives. Has daily contact with the Associate Director / Director of the Student Union.

Level of Public Contact:

Has contact with the public daily. Works regularly with a broad public constituency including faculty, staff, students, vendors, families, and the community at large. Must maintain daily contact with these constituencies.

Monetary Responsibility:

• Invoice and receive payments according to proper University intake/deposit procedures; may have access to the department safe. Report on UBIT-qualifying rental income.
Prepare ageing reports.

Policymaking and/or Interpretation:

• Serves as an administrator of the Student Union and affiliated facilities through the direction of student staff involved in management and administration of the daily operation and event planning of the Student Union.
• Supervises policy implementation for Guest Services team and info desk operations.
Works with campus partners to minimize event-related risks. Responsible for the development of requests for proposals; vendor selection; supervises/monitors contract compliance, and receipt of commissions, and vendor payments upon completion.

Program Direction and Development:

• Responsible for the development, implementation and interpretation of policies and procedures that manage Guest Services and visitor/info desk operations.
Responsible for interpreting and enforcing local and federal safety regulations as appropriate for event reservations and execution where varying levels of risk are involved.

Statement of Responsibility for Confidential Data:

• Has access to a wide range of confidential data including, but not limited to, student information, academic records, policy reports.
Adheres to the laws pertaining to confidentiality of information on students. This position has access to staff personnel files.

Required Qualifications:

This position requires either (a) Master’s degree from an acceptable accredited institution in a directly related area of specialization ; (b) Bachelor’s degree from an acceptable accredited institution in a directly related area of specialization and two years of experience directly related to the job functions; or (c ) 6 years of direct experience.

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, gender identity/expression, sexual orientation, 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.