Events Coordinator

About the role

The Events Coordinator reports directly to the Events Manager and is responsible for coordinating, planning, facilitating and executing multiple types of events such as lectures, internal campus events, conference and special events for the Bellini College. This position serves as the primary liaison with internal units and external constituents providing organizational leadership in developing, implementing and overseeing conferences. This position requires travel to event sites and working evenings and weekends during conferences and/or events.

Responsibilities

• Serves as the primary liaison with internal and external constituencies on all matters relating to all Bellini College events assigned.
• Overseeing the overall planning, management and execution surrounding all phases of the planning process (pre, during and post) including but not limited to researching vendors, managing registration, catering, securing venues, tracking budgets, event design, event logistics, hotel room blocks, transportation, running reports, etc.
• Holding basic A/V and technology at events as well as set up and clean up at each event.
• Captures event planning efforts with members of the college, school, department, center and/or external community as appropriate.
• Serves as primary liaison with internal and external constituencies on all matters relating to program activities; represents the unit with respect to program activities on a local, regional, and/or national basis.
• Oversee, coordinate and manage activities of volunteers, staff and students to include training, scheduling work; employing motivational techniques to achieve peak performance and productivity.
• Work with Bellini College Marketing team to develop necessary collateral including but not limited to invitations, signage, programs, QR Codes, landing pages, etc. as well as monitoring the client approval process.
• Participates in budget development for special events.
• Secures bids and negotiates contracts with event sites; monitors and evaluates contract performance.
• Makes sure fiscal event planning for permissible expenditures, oversees billing accuracy from vendors and coordinates invoice processing with departmental accounting staff.
• Compiles and reviews statistical data; develops and prepares various periodical and ad hoc reports, summaries, analyses, and projections.
• Adhering to USF guidelines and procedures when working with clients on budgets.
• Provide administrative support to the Event Manager in managing events logistics, including venue selection, vendor coordination, guest accommodations and RSVP management or other requests as needed.

Qualifications

• Minimum Requirements: Bachelor’s degree in communication, marketing, public relations, hospitality management, business management, digital media, or related field, with two years of experience in related positions; or a Master’s degree in the fields listed above; or an equivalent combination of related education and experience.
• Preferred Requirements: Two or more years of experience in event planning and managing projects in higher education or non-profit organization and demonstrated exceptional written and verbal communication skills a plus.

About Us

Working at USF With approximately 16,000 employees, the University of South Florida is one of the largest employers in the Tampa Bay area. We are dedicated to cultivating a talented, engaged and driven workforce that strives to be bold. Employees excel in USF‘s rich academic environment, which fosters their development and advancement. In 2025, Forbes recognized USF as one of Florida’s best large employers, ranked No. 1 among the state’s 12 public universities. Our first-class benefits package includes medical, dental and life insurance plans, retirement plan options, employee and dependent tuition programs, generous leave, and hundreds of employee perks and discounts.

Compliance and Federal Notices

This position may be subject to a Level 1 or Level 2 criminal background check. Applicants have rights under Federal Employment Laws: The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws. Family and Medical Leave Act (FMLA) Applicants for USF employment are entitled to request reasonable accommodation(s) in the application process. A request is to be made at least five (5) working days prior to the time the accommodation(s) is needed. Visit the Central Human Resources ADA Accommodations webpage for more information on requesting an accommodation during the application/interview process. Equal Employment Opportunity The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains affirmative action programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws.