Event Coordinator

College of Nursing:

A leader in nursing education for more than 40 years, UCF College of Nursing is doing more to ensure a healthier future for all. With a new, permanent home at UCF's Academic Health Sciences Center, we have the space to prepare more Knight nurses with academic excellence and an opportunity to impact more lives with innovative, interdisciplinary research.

The Opportunity:

The Event Coordinator for the College of Nursing (CON) supports and promotes the College to both internal and external audiences as part of the Marketing & Events team. Reporting to the Event Manager this position assists in planning, coordination and execution of College of Nursing events and activities in alignment with the Dean's Office priorities. The Event Coordinator supports the Event Manager and coordinates with nursing students, faculty, staff, internal teams, and event participants to provide excellent event experiences and customer service.

Responsibilities:

Event Planning & Coordination:

• Partner closely with the Event Manager to coordinate and execute a wide range of recurring and special events for the College of Nursing, including student ceremonies, donor events, orientations, intensives, building tours, celebrations, internal meetings, and other related activities.

• Collaborate with internal stakeholders such as Academic Health Sciences Campus teams, facilities, housekeeping, IT, logistics, the Dean's Office, advancement, alumni relations, and regional campuses to ensure seamless event planning and execution.

Event Logistics & Vendor Coordination:

• Coordinate logistics for on- and off-campus events, working with internal partners, vendors, and external stakeholders.

• Facilitate hospitality and facility requests, particularly for events hosted at the Dr. Phillips Nursing Pavilion.

• Support catering coordination, including vendor communication and service execution.

• Research and source vendors, venues, decor, and event supplies to meet event needs and objectives.

• Coordinate event registration setup and logistics through designated platforms and websites.

On-Site Event Execution:

• Provide on-site support for events, including setup, breakdown, and overall coordination.

• Support oversight of vendor activities, staff, and student volunteers during events to ensure smooth operations.

• Manage attendee check-in and registration processes.

• Troubleshoot and resolve issues or emergencies in real time.

• Maintain flexibility to work early mornings, evenings, and weekends as event schedules require.

Administrative Support & Reporting:

• Maintain organized systems for tracking event logistics, documentation, and communication.

• Track and update event records, including programs, attendance sheets, contact lists, expenses, invoices, and related materials.

• Review invoices and submit for processing in accordance with administrative procedures.

• Monitor and respond to inquiries through the Nursing Events shared inbox.

• Track event performance metrics, compile reports, and support post-event evaluations, including survey development and analysis.

Promotional Materials & Inventory Management:

• Serve as primary point of contact for sourcing, ordering, distributing, and tracking College of Nursing branded promotional items and event supplies.

• Maintain accurate inventory records and ensure availability of materials for upcoming events.

Team Support & Additional Responsibilities:

• Cross-train with marketing and events team members to provide consistent support across initiatives, including media room coverage and marketing-related activities as needed.

• Perform physical tasks related to event setup, including lifting and transporting materials up to 35 pounds.

• Perform other duties as assigned to support departmental and organizational needs.

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:

• 2 years of experience planning and executing events in a professional setting, such as live events, hospitality, corporate, nonprofit, or higher education environments.

• Demonstrated experience in customer-facing roles with the ability to engage and communicate with variety of audiences, such as students, families, faculty, staff, corporate partners, donors, and/or community organizations.

• Strong project management skills with the ability to coordinate multiple events simultaneously across varying scales and audiences.

• Proficiency with event management software or registration platforms (e.g., Qualtrics, Mailchimp, Eventbrite, or similar), and Microsoft Office Suite (e.g., Word, Excel, PowerPoint, Outlook, Teams) and/or comfortable with learning new software/technologies.

• Degree in Hospitality Management, Event Management, Communications, Marketing, Theatre or a related field.

Additional Application Materials Required:

In addition to your application, we encourage a resume and cover letter.

Optional: Applicants are welcome, but not required, to submit supplemental materials demonstrating event planning or coordination experience. Examples may include portfolios, event photos, programs, promotional materials, event timelines/schedules, or other relevant work samples from previous professional, academic, volunteer, or personal events. Please combine materials into a single PDF attachment and redact or exclude any confidential, proprietary, or sensitive information prior to submission.

Special Instructions to the Applicants:

• All applicants must be authorized to work for any U.S. employer. Visa sponsorship is not available for this position, and the university cannot accommodate H1B transfers or employment-based visa processing for individuals currently sponsored by another employer.

• UCF College of Nursing is located at the Dr. Phillips Nursing Pavilion on UCF's Academic Health Sciences Campus in Lake Nona. Address: 6825 Lake Nona Blvd. Orlando, FL 32827. Parking with valid UCF parking pass is available in the lot and shuttle service is available from Main Campus to the College of Nursing.

• Position requires a valid Class E driver's license. This position may involve driving to various locations on and off campus to conduct University business.

Are you ready to unleash YOUR potential?

As a next-generation public research university and Forbes-ranked top employer in Florida, we are a community of thinkers, doers, creators, innovators, healers, and leaders striving to create broader prosperity and help shape a better future. No matter what your role is, when you join Knight Nation, you'll play an integral role at one of the most impactful universities in the country. You'll be met with opportunities to connect and collaborate with talented faculty, staff, and students across 12 colleges and multiple campuses, engaging in impactful work that makes a positive difference. Your time at UCF will provide you with many meaningful opportunities to grow, you'll work alongside talented colleagues on complex projects that will challenge you and help you gain new skills, and you'll have countless rewarding experiences that go well beyond a paycheck.

Working at UCF has its perks!UCF offers:

• Benefit packages, including Medical, Dental, Vision, Life Insurance, Flexible Spending, and Employee Assistance Program

• Paid time off, including annual and sick time off and paid holidays

• Retirement savings options

• Employee discounts, including tickets to many Orlando attractions

• Education assistance

• And more...For more benefits information, view the UCF Employee Benefits Guide.

Dive into our Total Rewards Calculator to discover the diverse selection available to you, giving you a glimpse into the benefits that together shape your comprehensive rewards package at UCF.

Unless explicitly stated on the job posting, it is UCF's expectation that an employee of UCF will reside in Florida as of the date the employment begins.

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As a Florida public university, the University of Central Florida makes all application materials and selection procedures available to the public upon request.

UCF is proud to be a smoke-free campus and an E-Verify employer.

If an accommodation due to a disability is needed to apply for this position, please call 407-823-1336 or email onac@ucf.edu.

For general application or posting questions, please email talent@ucf.edu.