Junior Special Events Manager

Florida International University; Miami (FL); On-site; USD 40,000 - 45,000; Full time

Job summary

Florida International University (FIU) seeks a Junior Special Events Manager to support planning, coordination, and execution of a wide range of university events that advance institutional goals and engage students, alumni, donors, and visitors.

Reporting to the Department of University Protocol, Ceremonies, and Events, you will assist with logistics from concept to completion, ensuring professional delivery within budget and university standards.

Qualifications

• Experience in higher education, nonprofit, or institutional event planning.
• Familiarity with event registration systems, CRM platforms, or project management software.
• Knowledge of advanced Microsoft Office Suite and SharePoint.
• Experience coordinating events, hospitality, higher education programming, or related experience (internships may be considered).

Responsibilities

• Supports assigned events within the Department of University Protocol, Ceremonies, and Events portfolio.
• Communicates professionally with university leadership, staff, students, and community members.
• Assists with contracting university and external vendor services as needed for each event.
• Supports high‑profile events with the Executive Director.
• Develops detailed event run‑of‑show documents and supports day‑of logistics.
• Manages event logistics including venue reservations, RSVP, registration, AV and tech needs, and catering.
• Develops event timelines, production schedules, and planning checklists.
• Collaborates with campus departments, vendors, and external partners for seamless execution.
• Prepares event materials such as agendas, scripts, name badges, programs, and packets.
• Participates in site visits and pre‑event planning meetings.
• Provides on‑site event management, troubleshoots issues, and ensures customer service.
• Maintains inventory of event supplies.
• Ensures compliance with policies, safety, accessibility, and risk guidelines.

Skills

Event planning

CRM systems

MS Office / SharePoint

Hospitality experience

Education

Bachelor's degree

High school diploma + 4 years experience

Job description

About FIU

Florida International University is a Top 50, preeminent public research university with 55,000 students from all 50 states and more than 140 countries, as well as an alumni network of more than 340,000. Located in the global city of Miami, the university offers more than 200 degree programs at the undergraduate, graduate and professional levels, including medicine and law. FIU faculty are leaders in their fields and include National Academy members, Fulbright Scholars and MacArthur Genius Fellows. A Carnegie R1 institution, FIU drives impactful research in environmental resilience, health and technology and innovation. Home to the Wall of Wind and Institute of Environment, FIU stands at the forefront of discovery and innovation. With a focus on student success, economic mobility and community engagement, FIU is redefining what it means to be a public research university.

Job Summary

The Junior Special Events Manager supports the planning, coordination, and execution of a wide range of university events that advance institutional goals, strengthen community engagement, and enhance the student, alumni, donor, and visitor experience. Working collaboratively with campus partners, this position assists in managing event logistics from concept through completion while ensuring events are delivered professionally, on budget, and in alignment with university standards. This role is ideal for an organized, detail-oriented professional with strong communication skills and a passion for creating memorable experiences in a higher education environment.

• Supports assigned events within the Department of University Protocol, Ceremonies, and Events portfolio.
• Communicates professionally and effectively with university leadership, staff, students, and community members.
• Assists with contracting university and external vendor services as needed for each event.
• Assists the Executive Director with high-profile events.
• Assists with creating detailed event run‑of‑show documents, supports day‑of logistics, and adjusts the program or production as needed.
• Supports major university events, including commencements, convocations, and other assigned events.
• Assists with event logistics, including venue reservations, RSVP system management, registration, audiovisual and technical needs, stage and seating setup, catering, signage, parking reservations, and event timing.
• Assists with developing and maintaining detailed event timelines, production schedules, and planning checklists.
• Collaborate with campus departments, vendors, and external partners to ensure seamless event execution
• Prepare event materials, including agendas, scripts, name badges, programs, and event packets.
• Assists with conducting site visits and participate in pre‑event planning meetings.
• Provide on‑site event management, troubleshoot issues, and ensure a high level of customer service for attendees and stakeholders
• Maintain inventory of event supplies
• Ensure compliance with university policies, safety procedures, accessibility standards, and risk management guidelines.

Desired Qualifications

• Experience working in higher education, nonprofit, or institutional event planning.
• Familiarity with event registration systems, CRM platforms, or project management software.
• Knowledge of advanced features in Microsoft Office Suite and SharePoint.
• Previous experience coordinating events, hospitality, higher education programming, or related experience (internships may be considered).

Job Category

Administrative

Advertised Salary

$40,000-$45,000

Minimum Qualifications

Bachelor's degree; OR high school degree and four (4) years of related experience; OR an equivalent combination of relevant education and/or experience.

Work Schedule

Begin time: 8:30 AM

End time: 5:00 PM

Working Condition(s)

• Operating University Vehicles (all types)
• Occasionally required to walk, reach with hands and arms and lift and/or move up to 65 lbs

Pre‑Employment Requirements

• Criminal Background Check
• Driver's License Check

Other Information

• Must attend meetings off campus and occasionally attend functions on weekends and evening
• Ability to travel locally and nationally.
• Ability to work flexible hours as needed.
• Ability to work occasional evenings, weekends and at locations outside of the University

Clery Notice

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the University Police department at Florida International University provides information on crimes statistics, crime prevention, law enforcement, crime reporting, and other related issues for the past three (3) calendar years. The FIU Annual Security report is available online at: https://police.fiu.edu/download/annual-security-fire-safety-report/.

To obtain a paper copy of the report, please visit the FIU Police Department located at 885 SW 109th Avenue, Miami, FL, 33199 (PG5 Market Station).

Pay Transparency

Florida International University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

Notice of Non-Discrimination

FIU is a State University System of Florida member, Equal Opportunity, Equal Access, and AffĔative Action Employer for individuals with disabilities and veterans. All qualified applicants will receive consideration for employment decisions, programs, and events without regard to race, color, religion, sex, age, national origin, disability, or protected veteran status. For inquiries regarding non-discrimination, contact FIU's Office of Civil Rights at 305.348.2785 or email [e-mail].

Reasonable Accommodation Statement

Should you need an ADA accommodation to participate in a University event, program, or activity or need to request materials in an accessible format, please contact FIU's Office of Civil Rights (OCR) at 305-348-2785 or [e-mail]. All requests for ADA accommodation or accessible materials for this event must be submitted to OCR at least seven (7) business days prior to the event or at the earliest possible opportunity.