Events and Operations Specialist

Job No: 538591

Work Type: Full Time

Location: Jacksonville Campus

Categories: Recreation/Event Services

Department:  - PR-VP Strategic Initiatives

Classification

Title:

Conference/Event Planner III

Classification

Minimum 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

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

This position will be located at 801 W. Bay Street in Jacksonville, FL. It is a full‑time role with a work schedule of Wednesday through Sunday, 10:00 a.m. to 7:00 p.m. Additional evening hours may be required to support student‑facing events, orientations, or special campus activities. Flexibility is expected during peak enrollment periods and major campus events

This role 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. Responsibilities include managing all event logistics such as timelines, agendas, RSVPs, registration processes, attendee communications, room assignments, and preparation of event materials. The position oversees event setup and teardown, including furniture arrangements, staging, decor, signage, and overall space readiness, ensuring all activities align with UF safety, accessibility, and brand standards.

The role serves as the primary liaison for catering, audiovisual and IT support, parking, and external vendors, and maintains systems to track RSVPs, attendance, evaluations, and post‑event follow‑up. During events, this position leads on‑site operations by welcoming and directing guests, monitoring event spaces, resolving facility or A/V issues, coordinating vendor arrivals, and making real‑time adjustments as needed. The role also 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.

After‑hours responsibilities may include coordinating safety procedures, securing the building, and addressing urgent facility needs

This position provides daily front‑desk coverage, greets visitors, answers phones, and routes inquiries to appropriate staff, faculty, or departments. It serves as a welcoming and knowledgeable first point of contact for students, vendors, and community partners while supporting a positive and professional campus experience. The role 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.

Responsibilities also include managing building access, tracking badge activation requests, coordinating with security or IT partners, and ensuring appropriate access during events. The position ensures compliance with UF asset certification requirements by coordinating annual off‑site…