Event Services Coordinator (OPS Part Time)

University of North Florida; Jacksonville (FL); On-site; USD 42,000 - 54,000; Full time

Job summary

University of North Florida is seeking an Event Services Coordinator to serve as the Herbert University Center's primary on-site representative during evenings and weekends. The role focuses on exceptional customer service, coordinating event support services, and ensuring a safe, event-ready facility.

You will lead operational contact during shifts and coordinate partners to deliver outstanding events. The position requires independent judgment, clear communication, and proactive

Qualifications

• Background check required; may include credit check per University policy.
• Responsible Employee under Title IX; incumbent must report misconduct.
• Evening and weekend work schedule as the position operates during events.

Responsibilities

• Serve as the primary on-site contact for clients, guests, vendors, and participants during events.
• Provide responsive customer service, address requests, resolve concerns, and coordinate resources for successful event execution.
• Monitor event activities; troubleshoot and resolve routine issues; escalate when appropriate.
• Assist with event setup changes and provide basic audiovisual setup and support.
• Open/close and secure the facility; perform routine rounds and coordinate with support teams.
• Document incidents, safety concerns, and operational issues during shifts.

Skills

Customer Service Excellence

Event Operations and Logistics

Independent Decision-Making

Problem Solving

Communication Skills

Professional Judgment

Initiative

Time Management

Attention to Detail

Adaptability

Job description

General Description

The Event Services Coordinator serves as the Herbert University Center's primary on-site representative during evening and weekend events. Working independently, this position supports successful event execution by providing exceptional customer service, coordinating event support services, ensuring the facility remains safe, secure, and event-ready, and serving as the lead operational contact during assigned shifts.

As the primary point of contact for clients, guests, vendors, and University support departments, the Event Services Coordinator exercises sound judgment, coordinates resources, resolves routine operational issues, and facilitates communication among stakeholders to ensure a positive event experience. The Coordinator is entrusted with managing event and facility operations during assigned shifts, making informed decisions within established guidelines and escalating issues when appropriate. This position works primarily evenings and weekends based on event schedules and operational needs.

Job Functions

Event Operations and Client Service

• Review event schedules, event orders, room diagrams, and service requests to ensure event readiness and accuracy.
• Serve as the primary on-site contact for clients, guests, vendors, and event participants during assigned events.
• Provide responsive, professional customer service by addressing requests, resolving concerns, and coordinating resources to support successful event execution.
• Monitor event activities and proactively identify, troubleshoot, and resolve routine event, facility, and customer service issues, escalating concerns when appropriate.
• Assist with event setup modifications and operational adjustments to accommodate client needs and changing event requirements.
• Provide basic audiovisual setup, operation, troubleshooting, and equipment support for standard meeting and presentation technologies.
• Communicate event updates, client concerns, facility issues, and operational needs to appropriate HUC staff.
• Perform occasional physical duties, including lifting, moving, pushing, and pulling furniture or equipment in support of event operations.

Facility Operations and Safety

• Open, close, secure, and monitor the facility in accordance with established procedures.
• Conduct routine facility rounds to monitor event activity, remain accessible to clients and guests, and identify operational concerns.
• Coordinate with custodial, maintenance, University Police, catering, and other support departments to address facility and event-related needs.
• Monitor building conditions and address concerns related to room access, equipment needs, furniture arrangements, guest assistance, and event logistics.
• Follow established University and HUC safety procedures and respond appropriately to emergencies, incidents, and building-related concerns.
• Document incidents, safety concerns, service disruptions, and operational issues occurring during assigned shifts.

Operational Oversight and Administration

• Serve as the responsible HUC representative during assigned shifts, demonstrating professionalism, initiative, sound judgment, and accountability.
• Exercise independent judgment in managing event, facility, and customer service matters during assigned shifts, making informed decisions within established guidelines and escalating issues when necessary.
• Coordinate the activities of student employees and event support staff to support successful event execution and facility operations.
• Monitor contracted event services and verify that event requirements are delivered as planned.
• Complete shift reports, event logs, incident documentation, and other required records.
• Assist visitors with information regarding HUC services, event locations, facility amenities, and University resources.
• Maintain familiarity with facility policies, event procedures, operation l standards, and customer service expectations.
• Communicate operational, staffing, safety, and event-related information to supervisors and event planning staff for appropriate follow-up.
• Perform other related duties in support of event and facility operations.

Core Competencies

• Customer Service Excellence
• Event Operations and Logistics
• Independent Decision-Making
• Problem Solving and Resourcefulness
• Communication and Interpersonal Skills
• Professional Judgment
• Initiative and Accountability
• Time Management and Organization
• Attention to Detail
• Adaptability and Flexibility

Required Qualifications

Statement(s) of Understanding: This position requires a background check. In conjunction with the University's policy, this position may also require a credit check. The holder of this position is designated as a Responsible Employee pursuant to their role under Title IX. Therefore, the incumbent must promptly report allegations of sexual misconduct, sexual violence, and child sexual abuse by or against any student, employee, contractor, or visitor to the Universitys Title IX Administrator or any divisional Title IX Coordinator.