Student Engagement Event and Facility Assistant

University of Florida•Gainesville, FL

About The Position

The Event and Facility Assistant plays a vital role in supporting the daily operations and event/facility management for the Office of Community and Belonging in the Department of Student Engagement at the Institutes of Black and Hispanic-Latino Culture. As the primary front desk contact, this role welcomes and assists all visitors with professionalism, answer inquiries and responds to requests, gives facility tours of the spaces with historical and resource accuracy, and assists with event support, facility management, assessment, program support and communications in the space. Key duties include managing event/equipment logistics—such as reservations, check-in/check-out, supporting Student Engagement and Office of Community and Belonging initiatives, facility monitoring, reporting maintenance needs, organizing and maintaining shared spaces, and assisting with event setup and breakdown. Overall, this role ensures a welcoming, safe, and efficiently operated environment that supports Student Engagement’s programs, services, and community events.

Responsibilities

Serve as the first point of contact at the Institutes for visitors, students, staff, and campus partners, providing professional and courteous customer service.
Greet guests, answer questions, and provide accurate information regarding programs, services, and facility usage.
Provide tours of the facilities to students, faculty, staff, and alumni.
Answer and direct phone calls, emails, and in-person inquiries in a timely and professional manner.
Consult and advise students, faculty, and staff on event management and logistics.
Monitor entry points to ensure appropriate building access and adherence to facility policies.
Process event reservations and communicate office updates to clientele.
Manage check-in/check-out processes, including equipment loans, room reservations, or event materials as applicable.
Maintain front desk organization, ensuring materials, signage, and resources are up to date and accessible.
Escalate concerns, incidents, or emergencies to appropriate professional staff in accordance with established protocols.
Provide support to Student Engagement initiatives, events, and activities including but not limited to Great Gator Welcome, permits, registration, open house, etc.
Conduct routine walkthroughs of the facility to ensure cleanliness, safety, and functionality.
Identify and report maintenance concerns (e.g., broken equipment, lighting issues, safety hazards) using established reporting procedures.
Support light cleaning duties including wiping surfaces, organizing shared spaces, restocking supplies, and maintaining overall presentation standards.
Ensure furniture, technology, and equipment are properly arranged and operational.
Assist with room setup and breakdown and monitor equipment usage including AV and furniture for meetings, programs, and events.
Monitor shared spaces to ensure compliance with facility guidelines and respectful community use.
Connect with emergency services as instructed and/or needed.
Other Duties as assigned