Event Coordinator

The Office of University Events and Protocol oversees all non-academic use of campus venues, summer camps and conferences, intern housing, and internal and external events on campus. The office supports Florida Tech's mission of teaching, research, and service through the effective development and management of events and youth programs that communicate and enhance Florida Tech's reputation for excellence, especially events specific to the visibility of the university. The university's facilities exist for the primary purpose of education, research, and public service. When available space allows, Florida Tech is committed to making its facilities available to external groups and organizations that have a purpose which is consistent with the university's mission. The Event Coordinator provides critical support to the Event Managers and Office of University Events and Protocol, and contributes to the successful execution of events through logistical coordination, vendor management, and accurate event documentation. This role requires strong communication skills, attention to detail, and the ability to work effectively in a fast-paced, team-oriented environment. Position requires flexibility in work schedule due to evening and weekend events. Responsibilities Include Support Event Managers in planning and executing events, ensuring all logistical details and timelines are met. Assist with event design, strategy, and show flow development. Coordinate logistical support for events with internal service providers and external vendors. Provide on-site support during event setup, execution, and breakdown to ensure smooth operations. Troubleshoot on-site issues and elevate concerns to Event Managers when necessary. Serve as the primary on-site contact for assigned events, ensuring all aspects are executed according to plan, and address issues as they arise. Create room diagrams in Social Tables and assist student setup staff with event venue setups as needed. Enter necessary and relevant data into Event Management System. Maintain accurate event records, including timelines, contracts, invoices, and day-of logistics. Collect and compile post-event data on attendance, engagement, and logistics to support evaluation efforts. Participate in planning meetings and strategy sessions with Event Managers and campus partners. Assist with special projects and other duties as assigned by Event Managers or senior leadership. Provide scheduled evening and weekend event support. Requirements Include Bachelor's degree in Hospitality Management preferred 1-2 years of related experience required Valid drivers license Microsoft Office : Word, Excel, PowerPoint, Publisher, Outlook Experience in event scheduling, room reservations, event management, and supervision Excellent organizational and follow-up skills Strong oral, written, and interpersonal skills Ability to establish and maintain good rapport with clients, staff, and collaborate with other departments Knowledge of EMS and Social Tables (or related event management and room diagramming software) is a plus Equal Opportunity Florida Institute of Technology does not discriminate on the basis of race, color, national or ethnic origin, religion, disability, age, genetic information, marital status, citizenship status, veteran status, and other legally protected characteristics in its activities and programs. In accordance with Title IX of the Education Amendments of 1972, Florida Tech does not discriminate on the basis of sex. Inquiries concerning the application of the Non-Discrimination and Anti-Harassment policy may be directed to the Equal Opportunity Director and Investigator at 150 West University Blvd, Melbourne, FL 32901, or email , or ; or to the U.S. Department of Education Office for Civil Rights. Americans with Disabilities Act Please notify us at least five days in advance if a reasonable accommodation for a disability is needed by calling the Office of Human Resources at . Annual Security & Fire Safety Report The federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) requires colleges and universities, both public and private, participating in federal student aid programs to disclose campus safety information, and imposes certain basic requirements for handling incidents of sexual violence and emergency situations. Florida Tech’s 2025 Annual Security and Fire Safety Report includes statistics for the previous three years concerning reported crimes that occurred on campus; in certain off-campus buildings or property owned or controlled by Florida Tech; and on public property within, or immediately adjacent to and accessible from, the campus. The numbers provided include crime statistics that were reported to local law enforcement agencies, campus security and other Campus Security Authorities. The report also includes institutional policy statements regarding campus safety and security measures; descriptions of prevention and awareness programs; related university procedures and important guidance; and other essential safety information. You can obtain a printed copy of this report at the Department of Security Welcome Center located at 3126 Panther Place, during normal business hours, or by accessing the following website 2025 Annual Security and Fire Safety Report. Official Transcripts Official transcripts of all collegiate work must be sent directly from the attended institution to the Office of Human Resources prior to the first day of employment. All international degrees must have a course-by-course official evaluation and translation sent to the Human Resources Office directly from an evaluation company affiliated with the National Association of Credential Evaluation Services, Inc. (NACES). We are an E-verify employer #J-18808-Ljbffr