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.

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 supervising student workers or temporary staff.
• Experience supporting mail, print, or copy center operations.

Knowledge, Skills, and Abilities (KSAs)

• Strong organizational and time-management skills with attention to detail.
• Excellent customer service, communication, and interpersonal skills.
• Ability to manage multiple tasks and prioritize workload effectively.
• Ability to work collaboratively with campus partners and stakeholders.
• Comfortable working in a fast-paced, event-driven environment.
• Proficiency with Microsoft Word, Excel, PowerPoint, and Adobe Acrobat.
• Ability to remain calm and professional during events and peak activity periods.

NORMAL WORK SCHEDULE: This is an hourly, non-exempt OPS position. The normal work schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m.; however, occasional overtime, or event work on campus (including weekends and evenings) may be required.

TARGET HIRING SALARY: $24.10 ($50,128), commensurate with experience.

APPLICATION DEADLINE DATE: The position can be open for 14 days with a minimum of 7 days; however, the review of applications will commence immediately.

APPLICATION PROCESS: In addition to completing the online application, all Applicants are required to upload the following as an attachment to the application (preferably in PDF format):

• Resume
• Cover Letter
• Three (3) professional references

NOTE: If any of these three items are not included, you will not be considered for the position.
References will not be contacted unless you are selected as a finalist for the position.

DIVERSITY STATEMENT:

Florida Polytechnic University is an equal opportunity/equal access institution. It is the policy of the Board of Trustees to provide equal opportunity for employment and educational opportunities to all (including applicants for employment, employees, applicants for admission, students, and others affiliated with the University) without regard to race, color, national origin, ethnicity, sex, religion, age, disability, sexual orientation, marital status, veteran status or genetic information.

Employment is contingent upon eligibility to work in the US. An appointment is not final until proof is provided.

FLORIDA POLY BENEFITS INFORMATION

Florida Poly qualified employees have the opportunity to take advantage of a variety of health benefits (through the State of Florida) to help meet their specific needs, as well as the needs of their family. This comprehensive coverage includes flexible spending accounts, medical and life insurance, and worker's compensation.

Health benefits are administered through People First, on behalf of the State of Florida, as pre-tax insurance plans. People First handles all new hire enrollments, coverage changes, premium administration, and dependent eligibility. Their Service Center is staffed Monday through Friday, from 8 a.m.-6 p.m. EST, at 1-866-663-4735.

RETIREMENT

Florida Poly offers great options for retirement. From the required selection of a state plan to additional voluntary retirement plans, our employees have many opportunities to save and prepare for their future. Click Here for more information.

OTHER BENEFITS

• Discounts & Perks

• Annual Leave

• • To help promote work-life balance, Florida Poly provides a generous leave program, which includes paid time off and paid holidays. Qualified employees may accrue 22 days of annual leave. In addition, the University observes the holidays listed in our University Holidays policy FPU-1.008.

• Sick Leave

• • Qualified employees may also accrue 12 days of annual sick leave and participate in our Sick Pool Program.

• Employee Assistant Program (EAP)

EXPLORE LAKELAND FLORIDA

Conveniently located along I-4 between Tampa and Orlando, Lakeland is home to Florida Polytechnic University and many other businesses and attractions. Click here to explore Lakeland, Florida.

SPECIAL INSTRUCTIONS REGARDING ATTACHMENTS:

Required attachments are listed on each posting. Please be sure to attach all required documents in the Resume/CV field before continuing through the application. Once your application has been submitted, no changes may be made and additional attachments will not be considered.

An unofficial copy of the degree/transcript is acceptable during the application process. For positions requiring a degree, the official transcripts are required upon hire.

Foreign Transcript: Transcripts issued outside of the United States require a equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the application deadline.

All document(s) must be received on or before the closing date of the job announcements.

This position requires a background check, which may include a level II screening as required by the Florida Statute*435.04.