Event Coordinator

About the role

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, décor, 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.

Requirements

• 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) .
• 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 resu

Benefits

Additional Information

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 .

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