Florida Polytechnic University · 6 days ago
Administrative Specialist, University Events (OPS)
JD Alexander Florida Polytechnic Main Campus
Full-time
Onsite
Entry Level
$50K/yr - $50K/yr
2+ years expFlorida Polytechnic University is one of Florida’s premier institutions for education in STEM fields. The Administrative Specialist for University Events provides essential administrative and operational support for event coordination and planning, including logistics for summer camps and daily operations of mail and print services.
Universities
No H1B
Responsibilities
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
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
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
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
Assist with special projects and administrative tasks as assigned
Provide general office support to the Auxiliary Enterprises team
Qualification
Required
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
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
Preferred
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
Benefits
Health benefits
RETIREMENT
Discounts & Perks
Annual Leave
Sick Leave
Employee Assistant Program (EAP)
Company
Florida Polytechnic University
Florida Polytechnic University is the nation's educational institution that provides education in science, engineering, and degree programs.
201-500 employees
Funding
Current Stage
Growth StageTotal Funding
$2.55MKey Investors
The Duke Energy FoundationUS Department of Energy
2024-09-17Grant· $0.05M
2022-04-25Grant· $2M
2022-01-13Grant· $0.15M
Leadership Team
Kathleen Bowman
Vice President of Advancement and CEO for Florida Polytechnic University Foundation
Allen Bottorff - P.E., Ph.D.
Vice President of Administration and Finance and Chief Financial Officer
Recent News
2025-12-15
2025-10-31
2025-10-27
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