Operations Coordinator

Summary

Position Title

Operations Coordinator

Department

Strategic Events & Campus Experience

Status

Full Time/Exempt

Job Summary

We are seeking an enthusiastic and detail-oriented individual to join the Jacksonville University team as an Operations Coordinator within the Strategic Events & Campus Experience department. Reporting directly to the Executive Director of Strategic Events & Campus Experience, the Operations Coordinator will serve as the master scheduler of events, facilities, space, and resources for Jacksonville University.

The Operations Coordinator will assist students, faculty, staff and external organizations in reserving space on campus, ensuring that their special events are successful. They will provide consulting and/or assistance for specific event logistics and strategic initiatives that are deemed critical for University success. The Operations Coordinator will further strategic change by leading with our service-oriented vision and play a pivotal role in ensuring the seamless execution of various campus events, contributing to the enhancement of the university's strategic vision, culture, and initiatives.

The Operations Coordinator will collaborate with all other institutional stakeholders necessary to coordinate implementation of strategic goals, including, our partners in facility management. The Operations Coordinator will require a high degree of client engagement with excellent facilitation, influence, and strategic consulting skills. They must work well in a collaborative team and have exceptional attention to all details—small and large.

Duties/Responsibilities

• Collaborate with the Executive Director to plan, coordinate, and execute a wide range of strategic events that align with the university's goals and priorities.
• Serve as the primary point of contact for event logistics, coordinating venue setup, catering, audiovisual equipment, and other resources as necessary.
• Manage event timelines, schedules, and budgets to ensure events are delivered on time and within financial parameters.
• Develop and maintain strong relationships with internal stakeholders, external vendors, and partners to facilitate effective event planning and execution.
• Assist in the creation of event materials, including invitations, signage, presentations, and promotional materials.
• Conduct post-event evaluations, gathering feedback and insights to continually improve the quality and impact of future events.
• Collaborate with the marketing team to promote events through various communication channels, ensuring maximum attendance and engagement.
• Monitor industry trends and best practices to propose innovative ideas for event enhancements and improvements.
• Provide on-site support during events, managing event logistics, troubleshooting issues, and ensuring a smooth attendee experience.
• Assist in the recruitment, training, and supervision of event volunteers and student workers.
• Maintain accurate records of event details, expenses, and attendee data, contributing to comprehensive event reports.

Education, Certificates, Licenses, & Experience

• Bachelor's degree in event management, hospitality, marketing, or a related field (or equivalent experience).
• Proven experience in event coordination and operations, preferably in an academic or corporate
  setting.
• Strong organizational skills and the ability to manage multiple projects simultaneously.
• Excellent communication skills, both written and verbal, with the ability to interact effectively with diverse stakeholders.
• Proficiency in event management software, project management tools, and Microsoft Office Suite.
• Detail-oriented mindset with a proactive and problem-solving approach.

Physical Requirements

• Must be able to lift and carry equipment and supplies weighing up to 20 pounds.
• Must be able to bend, stoop, and reach.
• Manual dexterity to efficiently operate a computer keyboard and other business machines.
• Adequate hearing to communicate effectively in person and by phone.

Important Note

This is not an exhaustive list of all responsibilities, duties, and/or skills required for this position. The University reserves the right to amend and change responsibilities to meet organizational needs.

To Apply

If you are interested in applying for this position, please submit your resume and completed JU application to Alix Robinson at arobins27@ju.edu.