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Florida Polytechnic University · 3 days ago

Administrative Specialist, University Events (OPS)

Lakeland, FL

Full-time

Onsite

Entry Level

2+ years exp

Florida Polytechnic University is one of Florida’s premier institutions for education in science, technology, engineering, and math (STEM). The Administrative Specialist, University Events, provides administrative and operational support for University Events and plays a key role in coordinating and supervising University summer camps.

Universities

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

Event coordinationAdministrative supportCustomer serviceEvent Management SystemsMicrosoft Office SuiteSupervising student workersAttention to detailTime-management skillsInterpersonal skillsCommunication skills