Assistant Director, Meetings and Events

Advancement and Partnerships :

Join our dynamic and growing Advancement & Partnerships team as we work together to power partnerships and transform lives through philanthropy.

Together,  we can unleash the potential of people and ideas to positively change the world.  Your efforts on our team will help us to build the University for the Future.

The Opportunity:

The Assistant Director, of Meetings and Events is responsible for planning and executing a wide variety of high-profile events at the UCF Alumni Center, ensuring seamless coordination, client satisfaction, and operational excellence. This role manages the development, logistics, and post-event follow-up for events involving UCF colleges, departments, alumni, student organizations, UCF boards, and external partners. The Assistant Director will also oversee the Knights Terrace Brick Paver Program and supervise a team of up to 30 event staff members.

Classification Title: Event Manager I

Responsibilities:

Event Logistics and Client Management:

• Coordinate event logistics from setup to breakdown, ensuring adherence to layout and client needs.

• Schedule client planning meetings, building tours, and vendor consultations, and oversee AV setup/testing.

• Manage contracts, invoices, and event quotes for external events.

• Serve as a facility manager, addressing client requests and troubleshooting issues in real-time to ensure smooth event execution.

Special Event Support:

• Support the Senior Director of Alumni Operations in organizing and executing 7-8 Alumni Indoor Tailgates, including staffing, logistics, layout design, and vendor coordination.

• Assist in managing Regalia Distributions three times per year, coordinating over 50 staff members and supervising the event setup.

Program Development and Supervision:

• Oversee the Knight Wall Program to engage alumni and community members, manage invoice tracking, and coordinate brick installation.

• Supervise the daily activities and bi-weekly schedules of federal work-study students, ensuring effective shift management and event support.

Event Setup and Facility Operations:

• Supervise event setup/breakdowns and submit payment authorizations for equipment, venue upgrades, and related facility needs.

• Maintain proficiency in the venue’s event management system (EMS Lite 8.0) to ensure smooth scheduling and operations.

Minimum Qualifications:

Bachelor's or Master's degree and 4+ years of relevant experience or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219(6).  Click here for more information

Preferred Qualifications:

• Proven experience managing high-profile events with multiple stakeholders

• Proficiency in Microsoft Office.

• Experience supervising and coordinating staff for event setup and breakdown.

• Familiarity with event management systems (EMS Lite 8.0 or similar)

The most successful candidates may possess the following qualities:

• Strong and effective organizational, time management, and multitasking skills in a fast-paced environment

• Excellent client relations and communication skills.

• Ability to effectively communicate with staff and visitors.

Special Instructions to the Applicants:

 Advancement and Partnerships values the unique contributions that each team member brings to our division. The determination of a successful candidate's starting salary will vary based on several factors, including education and relevant experience. The anticipated pay scale indicated for this position generally applies to candidates who meet the minimum requirements and several of the preferred qualifications outlined above.

We will accept applications for this position through Friday, January 2, 2025 at 11:59 PM. The University of Central Florida is closed for holiday break from Thursday, December 19, 2024, through Wednesday, January 1, 2025. Our search efforts will resume after the university closure, with interviews anticipated the first two weeks of January 2025. 

Are you ready to unleash YOUR potential?

As a next-generation public research university and Forbes-ranked top employer in Florida, we are a community of thinkers, doers, creators, innovators, healers, and leaders striving to create broader prosperity and help shape a better future. No matter what your role is, when you join Knight Nation, you’ll play an integral role at one of the most impactful universities in the country. You’ll be met with opportunities to connect and collaborate with talented faculty, staff, and students across 13 colleges and multiple campuses, engaging in impactful work that makes a positive difference. Your time at UCF will provide you with many meaningful opportunities to grow, you’ll work alongside talented colleagues on complex projects that will challenge you and help you gain new skills and you’ll have countless rewarding experiences that go well beyond a paycheck.

Working at UCF has its perks! UCF offers:

• Benefit packages, including Medical, Dental, Vision, Life Insurance, Flexible Spending, and Employee Assistance Program 

• Paid time off, including annual and sick time off and paid holidays

• Retirement savings options 

• Employee discounts, including tickets to many Orlando attractions 

• Education assistance 

• Flexible work environment 

• And more…For more benefits information, view the UCF Employee Benefits Guide click here.

Unless explicitly stated on the job posting, UCF’s expectation that an employee of UCF will reside in Florida as of the date the employment begins.

#LI-ONSITE

#LI-YR1

Department

Work Schedule

Type of Appointment

Expected Salary

Job Posting End Date

Equal Employment Opportunity Statement:

The University of Central Florida is an Equal Opportunity/Affirmative Action Employer including Disabled/Vets.  Click on UCF's Equal Opportunity Statement to view the President’s Statement.

The UCF affirmative action plans for qualified individuals with disabilities and protected Veterans are available for inspection in the Office of Institutional Equity, Monday through Friday, from 9:00 a.m. to 5:00 p.m., upon request.

As a Florida public university, UCF makes all application materials and selection procedures available to the public upon request. 

The University of Central Florida is proud to be a smoke-free campus and an E-Verify employer.