Events Specialist

About the Role

The Events Specialist position reports to the Assistant Director for the Gwinnett Campus and is responsible for providing logistical support for UGA and non-UGA educational activities (academic, continuing education, community, and corporate) on weekdays and Saturdays. This position serves as campus scheduler in the 25Live system and assists with the DSX door lock system. The Events Specialist coordinates UGA physical space maintenance, oversees physical set-up and arrangements for event needs, and assists the Assistant Director with planning and organizing on-campus events, conferences, trainings, and student events and orientations. They also provide IT/AV support for students, faculty, staff, and outside organizations utilizing space on the campus and work closely with staff and faculty in academic departments, Public Service & Outreach units, external partners, and vendors. This position is essential to the campus’s day-to-day operations, especially on Saturdays.

Responsibilities

• Facilities and Event Management (50%):
  • Assist with facilities maintenance and work with vendors for cleaning and security services.
  • Manage facilities preparations for daily events and classes.
  • Provide IT/AV support services for students, faculty, staff, and guests.
  • Serve as the primary point of contact for the campus on Saturdays.
  • Remain aware of security protocols and assist with security concerns as needed.
• Planning and Maintenance (30%):
  • Work with the Assistant Director and staff to plan events throughout the academic year.
  • Schedule campus operations using the 25Live system for academic courses, trainings, conferences, and other events.
  • Track inventory related to facilities and events and ensure supplies are stocked.
• Administrative & Academic Support Services (15%):
  • Provide general administrative and academic support, requiring knowledge of UGA policies and procedures.
  • Offer excellent, proactive customer service for students, faculty, staff, and guests.
  • Attend weekly operations meetings and provide feedback for special events.
  • Lead the weekly operations meeting in the Assistant Director’s absence.
• Other Duties (5%):
  • Perform other duties as assigned.

Qualifications

• Minimum Qualifications: High school diploma or equivalent and 2 years of related experience.
• Preferred Qualifications: Two-year degree and 4 years of related experience. Experience with 25Live scheduling and/or higher education.

Skills

• Rapid response to inquiries and independent decision-making.
• Effective collaboration and excellent customer service.
• Awareness of security and confidentiality requirements (e.g., FERPA, campus security, accessibility).
• Ability to manage multiple assignments simultaneously.
• Knowledge of higher education policies and practices.

Physical Demands

• Lift 40-70 lbs.
• Move around frequently throughout the day.
• Stand or sit for long periods during events.

Location: Gwinnett County

Work Schedule: Tuesday – Saturday, 7:30 AM to 4:30 PM. Some flexibility is needed to support campus events.