Events Program Coordinator

University of South Florida; Saint Petersburg (FL); On-site; USD 45,000 - 60,000; Full time

Job summary

The University of South Florida is seeking an organized Events Program Coordinator to provide extensive operational, administrative, and event management support for a wide range of initiatives throughout Florida. You will handle planning, coordination with departments and vendors, and ensure successful execution of conferences, workshops, and professional development programs.

Responsibilities include scheduling, catering, AV support, budget tracking, and cross-functional collaboration to meet

Qualifications

• Bachelor’s degree or equivalent combination of education and experience in a related field.

Responsibilities

• Coordinate planning and logistics for internal and external programs, activities, and initiatives, collaborating with departments, vendors, and community stakeholders.
• Schedule approvals, catering, audiovisual support, materials preparation, and participant communication.
• Manage purchasing, contract tracking, and travel logistics; serve as a point of contact for vendors and ensure procurement compliance.
• Maintain and analyze databases and contact lists used in outreach, reporting, and marketing campaigns.
• Support development and implementation of communications and promotional materials for events, collaborating with marketing teams.
• Monitor expenditures, maintain budgets, and assist planning for future fiscal needs.
• Act as liaison between the institution and internal/external stakeholders to promote collaboration and high-quality engagement experiences.

Skills

Collaborative relationships

Event planning

Budgeting

Procurement processes

Organizational skills

Communication

Project management

Microsoft Office

Event coordination tools

Marketing materials

Interpersonal skills

Education

Bachelor’s degree or equivalent

Job description

Organizational Unit:
The University of South Florida is a top-ranked research university serving approximately 50,000 students from across the globe at campuses in Tampa, St. Petersburg and USF Health. In 2025, U.S. News & World Report recognized USF with its highest overall ranking in university history, as a top 50 public university for the seventh consecutive year and as one of the top 15 best values among all public universities in the nation. U.S. News also ranks the USF Health Morsani College of Medicine in the highest tier, placing it as one of the top 16 medical schools in the nation and inside the top 10 among public universities. USF is a member of the Association of American Universities (AAU), a group that includes only the top 3% of universities in the U.S. With an all-time high of $750 million in research funding in 2025 and as a top 20 public university for producing U.S. patents, USF uses innovation to transform lives and shape a better future. The university generates an annual economic impact of nearly $10 billion for the state of Florida. USF’s Division I athletics teams compete in the American Conference. Learn more at www.usf.edu.

The Events Program Coordinator provides operational, administrative, and event management support for a wide range of internal and external initiatives, integrating responsibilities in purchasing, communications, event logistics, and program coordination. This position plays a key role in planning and executing academic and professional events, including symposia, think tanks, conferences, workshops, leadership forums, and professional development programs throughout the state of Florida. The coordinator supports institutional, college, and departmental priorities by managing day-to-day business operations, facilitating cross-functional planning activities, coordinating stakeholder engagement, and ensuring the successful delivery of events and outreach efforts that advance strategic, educational, and workforce development goals.

The University of South Florida is a top-ranked research university serving approximately 50,000 students from across the globe at campuses in Tampa, St. Petersburg and USF Health. In 2025, U.S. News & World Report recognized USF with its highest overall ranking in university history, as a top 50 public university for the seventh consecutive year and as one of the top 15 best values among all public universities in the nation. U.S. News also ranks the USF Health Morsani College of Medicine in the highest tier, placing it as one of the top 16 medical schools in the nation and inside the top 10 among public universities. USF is a member of the Association of American Universities (AAU), a group that includes only the top 3% of universities in the U.S. With an all-time high of $750 million in research funding in 2025 and as a top 20 public university for producing U.S. patents, USF uses innovation to transform lives and shape a better future. The university generates an annual economic impact of nearly $10 billion for the state of Florida. USF’s Division I athletics teams compete in the American Conference. Learn more at www.usf.edu.

Coordinate the planning and logistics for internal and external programs, activities, and initiatives
in collaboration with departments, vendors, and community stakeholders. Responsibilities include
scheduling, approvals, catering, audiovisual support, materials preparation, and participant
communication.
Manage operational aspects of administrative functions, including purchasing, contract tracking,
and travel logistics. Serve as a point of contact for vendors and ensure compliance with university
procurement policies.

Maintain and analyze databases and contact lists used in outreach, reporting, and marketing
campaigns to ensure accuracy and effectiveness.
Support the development and implementation of communications and promotional materials for
events and initiatives, collaborating with marketing teams as needed.
Monitor expenditures for events and programs, maintain budget records, and support planning for
future fiscal needs.
Serve as a liaison between the institution and internal/external stakeholders to promote effective
collaboration, accurate information sharing, and high-quality experiences across engagement
activities.

Performs other duties as assigned.

Working Conditions

Environment – Typical indoor environment/office setting.
Requires frequent travel throughout the state - approximately 30 to 35% annually.
Physical Requirements – climbing, standing, stooping, and/or typing; Ability to lift up to 20lbs as needed.

KSAs

• Ability to build collaborative relationships.
• Knowledge of event planning, budgeting, and university procurement processes
• Strong organizational, communication, and project management skills
• Proficient in Microsoft Office and event coordination tools
• Ability to develop marketing materials and ensure smooth event execution
• Interpersonal skills and judgment.

Minimum:

Bachelor’s degree -OR- equivalent combination of education and experience in a related field.

Degree Equivalency Clause

Four years of direct experience for a bachelor’s degree.

• Senate Bill 1310- The Florida Senate (https://www.flsenate.gov/Session/Bill/2023/1310) is conditional upon meeting all employment eligibility requirements in the U.S.
• SB 1310: Substitution of Work Experience for Postsecondary Education Requirements
• A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed:
• (a) Two years of direct experience for an associate degree;
• (b) Four years of direct experience for a bachelor’s degree;
• (c) Six years of direct experience for a master’s degree;
• (d) Seven years of direct experience for a professional degree; or
• (e) Nine years of direct experience for a doctoral degree
• Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment.
• Minimum Qualifications that require a high school diploma are exempt from SB 1310.

Working at USF

With approximately 16,000 employees, the University of South Florida is one of the largest employers in the Tampa Bay area. We are dedicated to cultivating a talented, engaged and driven workforce that strives to be bold. Employees excel in USF‘s rich academic environment, which fosters their development and advancement. In 2025, Forbes recognized USF as one of Florida’s best large employers, ranked No. 1 among the state’s 12 public universities. Our first-class benefits package includes medical, dental and life insurance plans, retirement plan options, employee and dependent tuition programs, generous leave, and hundreds of employee perks and discounts.

About USF

The University of South Florida is a top-ranked research university serving approximately 50,000 students from across the globe at campuses in Tampa, St. Petersburg, Sarasota-Manatee and USF Health. USF is recognized by U.S. News & World Report as a top 50 public university and the best value in Florida. U.S. News also ranks the USF Health Morsani College of Medicine as the No. 1 medical school in Florida and in the highest tier nationwide. USF is a member of the Association of American Universities (AAU), a group that includes only the top 3% of universities in the U.S. With an all-time high of $738 million in research funding in 2024 and as a top 20 public university for producing U.S. patents, USF uses innovation to transform lives and shape a better future. The university generates an annual economic impact of more than $6 billion. USF’s Division I athletics teams compete in the American Athletic Conference. Learn more at www.usf.edu.

Compliance and Federal Notices

This position may be subject to a Level 1 or Level 2 criminal background check.

Applicants have rights under Federal Employment Laws:

The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws.

Family and Medical Leave Act (FMLA)

Applicants for USF employment are entitled to request reasonable accommodation(s) in the application process. A request is to be made at least five (5) working days prior to the time the accommodation(s) is needed. Visit the Central Human Resources ADA Accommodations webpage for more information on requesting an accommodation during the application/interview process.

Equal Employment Opportunity

The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains affirmative action programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws. This job description does not constitute an employment contract.