Tech Grove Event Coordinator

Central Florida Tech Grove:

The Central Florida Tech Grove is a nationally recognized hub for defense innovation, connecting the Department of War with industry, academia, and entrepreneurs. Located within Orlando's world-class modeling and simulation ecosystem, Tech Grove accelerates technology transition through collaboration, challenge-based programs, and startup engagement. It serves as both a physical space and virtual platform for solving mission-critical defense challenges. The Grove plays a key role in expanding the defense industrial base and driving applied research with real-world impact.

UCF's leadership of Tech Grove helps advance national security, innovation, and regional economic growth. For more information, visit the Central Florida Tech Grove website.

The Opportunity:

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 prepared 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.

Responsibilities:

Facility & Event Operations

* 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.

Customer Service & Communication

* 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.

Event Setup & Execution

* 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.

Technical & A/V Support Oversight

* 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.

Facility Monitoring & Standards

* 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.

Minimum Qualifications:

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).

Preferred Qualifications:

* 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.

The most successful candidates may possess the following qualities:

* Familiarity with budget tracking, resource…