Administrative Specialist, University Events (OPS)

Make a difference at one of Florida’s premier institutions for education in science, technology, engineering, and math (STEM). Florida Polytechnic University, ranked the No. 1 public college in the region by U.S. News and World Report, offers a unique working environment that encourages faculty and staff to be part of a culture that prizes collaboration, innovation, and the willingness to go above and beyond to ensure our students and University succeed. Florida Poly offers a small campus academic environment where students form connections with their faculty and peers as they pursue high-value degrees in engineering and applied sciences.

The University is equipped with cutting-edge facilities and equipment and two award-winning, architecturally distinct academic buildings. Its evolving curriculum, designed to meet the needs of industry and provide a life-long educational foundation for students, has helped the institution grow in prominence since its opening in 2014. Florida Poly’s deliberately small classes, affordability, and outstanding graduate outcomes have helped it earn recognitions such as being named a top value school, in the top 25 nationally for affordability, and in the top five best universities in the South for tech students. Accredited by ABET and SACSCOC, Florida Poly is educating some of the brightest minds in Florida and attracting standout talent from across the nation.

   

JOB TITLE

   

Administrative Specialist, University Events (OPS)

   

JOB DESCRIPTION SUMMARY

   

The Administrative Specialist, University Events, provides administrative and operational support for University Events and serves as a key resource for day-to-day event coordination. This position supports event planning efforts through scheduling, documentation, customer service, and logistical assistance, and plays a lead role in coordinating and supervising University summer camps. The Event Administrative Specialist also assists with Mail, Print, and Copy Center operations as needed.

   

JOB DESCRIPTION

   

Responsibilities:

Event Administrative Support – 40%

• Serve as an initial point of contact for event inquiries, assisting clients with basic information, policies, and procedures.
• Provide administrative support for event reservations, contracts, invoices, and documentation within the Event Management System (EMS).
• Assist with event scheduling, room reservations, and coordination of internal service requests.
• Prepare event-related documents, timelines, checklists, and communications.
• Maintain accurate event records and files.

Event Operations & On-Site Support – 20%

• Assist the Events Coordinator with event setup, breakdown, and on-site logistics.
• Coordinate with campus partners (Facilities, IT, Campus Safety, Custodial Services, etc.) to support event needs.
• Conduct pre-event checks and assist with day-of-event execution to ensure standards are met.
• Provide customer service support to event hosts and attendees.

Summer Camps Coordination & Supervision – 20%

• Serve as the primary operational lead for University-sponsored summer camps.
• Coordinate camp schedules, room usage, and logistical needs.
• Coordinate overnight camps with Housing & Residential Life.
• Coordinate dining services with the University’s dining provider.
• Communicate with camp organizers regarding policies, procedures, and deadlines.
• Assist with hiring, training, and supervising student workers or temporary staff assigned to camps.
• Ensure camps comply with University policies and risk management requirements.

Mail, Print, and Copy Center Support – 15%

• Assist with the daily operations of Mail Services, Printing, and Copy Center as needed.
• Support print and copy requests for campus departments.
• Maintain organization and inventory of supplies.

Other Duties as Assigned – 5%

• Assist with special projects and administrative tasks as assigned.
• Provide general office support to the Auxiliary Enterprises team.

Minimum Qualifications

• Associate’s degree and two (2) years of administrative, event support, or customer service experience;
• OR
• High school diploma or equivalent with four (4) years of related experience.

Preferred Qualifications

• Experience in event coordination, administrative support, or higher education.
• Familiarity with Event Management Systems (EMS) or similar scheduling software.
• Experience supervisi