Events and Operations Specialist

University of Florida•Jacksonville, FL

99d•Onsite

About The Position

The University of Florida is expanding its statewide presence with the development of UF Jacksonville, a new graduate-focused campus designed to advance educational opportunity, fuel regional workforce development, and strengthen UF’s impact across Northeast Florida. Offering graduate programs across engineering, computer science, AI, business, law, design, and health-related fields, UF Jacksonville is building a modern, student-centered environment that emphasizes hands-on learning, industry collaboration, and meaningful engagement with the Jacksonville community. As the campus grows, UF Jacksonville is developing a comprehensive operational infrastructure to support academic programs, student services, community-facing events, and the day-to-day activities that shape the campus experience. This role is central to that mission.

Requirements

A bachelor's degree in an appropriate area of specialization and three years of appropriate experience; or a high school diploma and seven years of appropriate experience.
Appropriate college course work may substitute at an equivalent rate for the required experience.

Nice To Haves

Proficiency in Microsoft Office.
Experience in event planning, event logistics, hospitality operations, or event coordination, preferably within higher education, nonprofit, or public-sector environments.
Strong organizational and time-management skills, with the ability to multitask and coordinate multiple events or operational activities simultaneously.
Excellent interpersonal and communication skills; comfortable interacting with students, faculty, staff, vendors, and community members.
Familiarity with A/V equipment, room-setup standards, event tools, or scheduling systems.
Ability to anticipate needs, problem-solve quickly, and remain composed in fast-paced or changing environments.
Experience managing inventories, coordinating facilities support, and overseeing building readiness.
Demonstrated commitment to professionalism, customer service, and creating welcoming experiences for all campus visitors.

Responsibilities

Coordinates the planning, scheduling, and execution of a wide range of campus events, including orientations, workshops, receptions, lectures, recruitment activities, student programs, non-credit educational offerings, and community engagement events.
Manages all event logistics such as timelines, agendas, RSVPs, registration processes, attendee communications, room assignments, and preparation of event materials.
Oversees event setup and teardown, including furniture arrangements, staging, décor, signage, and overall space readiness, ensuring all activities align with UF safety, accessibility, and brand standards.
Serves as the primary liaison for catering, audiovisual and IT support, parking, and external vendors.
Maintains systems to track RSVPs, attendance, evaluations, and post-event follow-up.
Leads on-site operations during events by welcoming and directing guests, monitoring event spaces, resolving facility or A/V issues, coordinating vendor arrivals, and making real-time adjustments as needed.
Supports weekend academic programming and non-credit instructional offerings by coordinating classroom readiness, managing building access, assisting faculty and students, and troubleshooting facility or technology needs during weekend classes.
Provides daily front-desk coverage, greets visitors, answers phones, and routes inquiries to appropriate staff, faculty, or departments.
Monitors the cleanliness, safety, and readiness of classrooms, conference rooms, lounges, hallways, and shared spaces, coordinating with facilities and custodial staff to resolve issues as needed.
Manages building access, tracking badge activation requests, coordinating with security or IT partners, and ensuring appropriate access during events.
Ensures compliance with UF asset certification requirements by coordinating annual off-site Required Asset Certifications for capital assets and attractive property in myAssets, verifying asset location and business use, and maintaining accurate records in accordance with university policy.
Maintains inventories of office supplies, event materials, hospitality items, signage, and general operational resources.
Supports mail distribution and deliveries, monitors equipment, and ensures overall building readiness for daily operations.
Assists with maintaining event calendars, building schedules, reservation requests, and operational workflows supporting academic, non-credit, and community programming.
Supports administrative and financial processes such as invoice processing, expenditure tracking, initiating purchases, coordinating procurement activities, and maintaining documentation in compliance with UF fiscal policies.
Develops and maintains checklists, guides, templates, and standard operating procedures for recurring events and operational activities.
Supports the preparation of event summaries, attendance reports, and operational documentation to inform planning and decision-making.
Collaborates closely with cross-campus partners, including academic programs, facilities, IT, marketing, security, and vendors, to ensure consistent, high-quality operations.
Contributes to continuous improvement efforts by identifying opportunities to enhance event execution, strengthen the visitor experience, and improve campus operations.
Performs other duties as assigned to support the mission and strategic priorities of UF Jacksonville.