Tech Grove Event Coordinator

University of Central Florida • Orlando, FL

1d • $48,722 - $54,203 • Onsite

About The Position

The Tech Grove Event Coordinator is responsible for coordinating day-to-day facility operations and ensuring all scheduled events are executed smoothly and professionally. This position manages event scheduling and prepares according to client requirements. This position also conducts pre-event walkthroughs with customers to verify that technical and A/V systems are functioning properly and meet event needs. This role involves a high level of comfort and professionalism when working with military and government customers.

Requirements

• Bachelor's or Master's degree and 2+ years of relevant experience or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219(6).
• All applicants must be authorized to work for any U.S. employer.
• Selected candidate must meet all federal security requirements, which may include obtaining a U.S. Government security clearance.

Nice To Haves

• Demonstrated ability to coordinate multiple projects simultaneously, ensuring timelines, milestones, and deliverables are tracked and met.
• Experience supporting program or project managers with planning, execution, and monitoring activities across the project lifecycle.
• Strong organizational skills with experience maintaining project documentation, schedules, action items, and status reports.
• Ability to facilitate communication across cross-functional teams, ensuring alignment between stakeholders, leadership, and project teams.
• Experience preparing briefing materials, reports, and dashboards to support leadership visibility and decision-making.
• Working knowledge of basic A/V equipment and event technology and basic troubleshooting knowledge for A/V and technical systems.
• Familiarity with budget tracking, resource coordination, and vendor support activities within a project environment.
• Proven ability to identify risks, track issues, and support mitigation efforts to keep projects on schedule.
• Experience coordinating meetings, workshops, or training sessions, including logistics, scheduling, and follow-up actions.
• Strong attention to detail with the ability to ensure compliance with organizational processes, policies, and reporting requirements.

Responsibilities

• Manage the facility’s event calendar and oversee scheduling logistics.
• Coordinate event bookings, ensuring proper documentation and confirmation of customer requirements.
• Maintain awareness of upcoming events and proactively prepare facility spaces accordingly.
• Ensure facility readiness for meetings, trainings, and special events.
• Monitor and respond to facility email communications in a timely and professional manner.
• Field incoming phone calls and provide accurate information regarding event availability, policies, and services.
• Serve as a primary point of contact for clients regarding event planning, facility use, and setup needs.
• Ensure rooms and event spaces are arranged according to customer specifications, including seating layout, tables, signage, parking reservations, and equipment.
• Coordinate with staff/vendors as needed to support event setup and breakdown.
• Confirm all facility resources (keys, access, supplies, equipment) are available prior to event start time.
• Conduct walkthroughs with customers prior to events to verify setup meets expectations.
• Ensure A/V equipment, presentation systems, microphones, and other technical tools are functional.
• Troubleshoot or coordinate troubleshooting of technical issues as needed to ensure event success.
• Maintain a clean, organized, and professional facility environment.
• Ensure safety protocols and facility procedures are followed.
• Identify facility issues (maintenance needs, equipment concerns, supply shortages) and report or coordinate resolution.
• Other duties as assigned.

Benefits

• Benefit packages, including Medical, Dental, Vision, Life Insurance, Flexible Spending, and Employee Assistance Program
• Paid time off, including annual and sick time off and paid holidays
• Retirement savings options
• Employee discounts, including tickets to many Orlando attractions
• Education assistance

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level