| Job Description: |
ABOUT UF JACKSONVILLE
The University of Florida is expanding its statewide presence with the development of UF Jacksonville, a new graduate-focused campus designed to advance educational opportunity, fuel regional workforce development, and strengthen UF’s impact across Northeast Florida.
Offering graduate programs across engineering, computer science, AI, business, law, design, and health-related fields, UF Jacksonville is building a modern, student-centered environment that emphasizes hands-on learning, industry collaboration, and meaningful engagement with the Jacksonville community.
As the campus grows, UF Jacksonville is developing a comprehensive operational infrastructure to support academic programs, student services, community-facing events, and the day-to-day activities that shape the campus experience. This role is central to that mission
ABOUT THE POSITION
This position will be located at 801 W. Bay Street in Jacksonville, FL. It is a full-time role with a work schedule of Wednesday through Sunday, 10:00 a.m. to 7:00 p.m. Additional evening hours may be required to support student-facing events, orientations, or special campus activities. Flexibility is expected during peak enrollment periods and major campus events.
Event Planning & On-Site Event / Weekend Operational Support
This role coordinates the planning, scheduling, and execution of a wide range of campus events, including orientations, workshops, receptions, lectures, recruitment activities, student programs, non-credit educational offerings, and community engagement events. Responsibilities include managing all event logistics such as timelines, agendas, RSVPs, registration processes, attendee communications, room assignments, and preparation of event materials.
The position oversees event setup and teardown, including furniture arrangements, staging, décor, signage, and overall space readiness, ensuring all activities align with UF safety, accessibility, and brand standards. The role serves as the primary liaison for catering, audiovisual and IT support, parking, and external vendors, and maintains systems to track RSVPs, attendance, evaluations, and post-event follow-up.
During events, this position leads on-site operations by welcoming and directing guests, monitoring event spaces, resolving facility or A/V issues, coordinating vendor arrivals, and making real-time adjustments as needed. The role also supports weekend academic programming and non-credit instructional offerings by coordinating classroom readiness, managing building access, assisting faculty and students, and troubleshooting facility or technology needs during weekend classes. After-hours responsibilities may include coordinating safety procedures, securing the building, and addressing urgent facility needs.
Building Operations & Front-Desk Support
This position provides daily front-desk coverage, greets visitors, answers phones, and routes inquiries to appropriate staff, faculty, or departments. It serves as a welcoming and knowledgeable first point of contact for students, vendors, and community partners while supporting a positive and professional campus experience.
The role monitors the cleanliness, safety, and readiness of classrooms, conference rooms, lounges, hallways, and shared spaces, coordinating with facilities and custodial staff to resolve issues as needed. Responsibilities also include managing building access, tracking badge activation requests, coordinating with security or IT partners, and ensuring appropriate access during events. The position ensures compliance with UF asset certification requirements by coordinating annual off-site Required Asset Certifications for capital assets and attractive property in myAssets, verifying asset location and business use, and maintaining accurate records in accordance with university policy. Additional duties include maintaining inventories of office supplies, event materials, hospitality items, signage, and general operational resources; supporting mail distribution and deliveries; monitoring equipment; and ensuring overall building readiness for daily operations.
Administration & Coordination
The role assists with maintaining event calendars, building schedules, reservation requests, and operational workflows supporting academic, non-credit, and community programming. It supports administrative and financial processes such as invoice processing, expenditure tracking, initiating purchases, coordinating procurement activities, and maintaining documentation in compliance with UF fiscal policies.
This position develops and maintains checklists, guides, templates, and standard operating procedures for recurring events and operational activities, and supports the preparation of event summaries, attendance reports, and operational documentation to inform planning and decision-making. The role collaborates closely with cross-campus partners, including academic programs, facilities, IT, marketing, security, and vendors, to ensure consistent, high-quality operations, and contributes to continuous improvement efforts by identifying opportunities to enhance event execution, strengthen the visitor experience, and improve campus operations.
Performs other duties as assigned to support the mission and strategic priorities of UF Jacksonville.
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| Preferred: |
Proficiency in Microsoft Office.
Experience in event planning, event logistics, hospitality operations, or event coordination, preferably within higher education, nonprofit, or public-sector environments.
Strong organizational and time-management skills, with the ability to multitask and coordinate multiple events or operational activities simultaneously.
Excellent interpersonal and communication skills; comfortable interacting with students, faculty, staff, vendors, and community members.
Familiarity with A/V equipment, room-setup standards, event tools, or scheduling systems.
Ability to anticipate needs, problem-solve quickly, and remain composed in fast-paced or changing environments.
Experience managing inventories, coordinating facilities support, and overseeing building readiness.
Demonstrated commitment to professionalism, customer service, and creating welcoming experiences for all campus visitors.
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