About The Role

100% On Campus Position

Hiring Range: $55,000-$60,000*dependent on experience

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.

Opened in 2025 and powered by a University of South Florida record $40 million gift from Arnie and Lauren Bellini, USF’s Bellini College of Artificial Intelligence, Cybersecurity and Computing is the first in Florida, and among the first in the nation, to unify AI, cybersecurity, and computing within a single college. More than 65 faculty members focus on cutting-edge research and educating 3,000+ bachelor’s, master’s, and doctoral students

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. Handling basic A/V and technology at events as well as set up and clean up at each event. Coordinates 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. Monitors 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.

Minimum Requirements

This position requires a 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.

Degree Equivalency Clause: Four years of direct experience for a bachelor’s degree.

Senate Bill 1310- The Florida Senate (https://www.flsenate.gov/Session/Bill/2023/1310) is conditional upon meeting all employment eligibility requirements in the U.S.
SB 1310: Substitution of Work Experience for Postsecondary Education Requirements
A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed:
(a) Two years of direct experience for an associate degree;
(b) Four years of direct experience for a bachelor’s degree;
(c) Six years of direct experience for a master’s degree;
(d) Seven years of direct experience for a professional degree; or
(e) Nine years of direct experience for a doctoral degree
Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment.
Minimum Qualifications that require a high school diploma are exempt from SB 1310.

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.