Junior Special Events Manager

About FIU

Florida International University is a Top 50, preeminent public research university with 55,000 students from all 50 states and more than 140 countries, as well as an alumni network of more than 340,000. Located in the global city of Miami, the university offers more than 200 degree programs at the undergraduate, graduate and professional levels, including medicine and law. FIU faculty are leaders in their fields and include National Academy members, Fulbright Scholars and MacArthur Genius Fellows. A Carnegie R1 institution, FIU drives impactful research in environmental resilience, health and technology and innovation. Home to the Wall of Wind and Institute of Environment, FIU stands at the forefront of discovery and innovation. With a focus on student success, economic mobility and community engagement, FIU is redefining what it means to be a public research university.

Job Summary

Coordinates, in conjunction with the senior account manager and director of HR Relations, the university's recognition and appreciation events and other special programs and initiatives.

• Serves as the lead coordinator for HR Relations' recognition and appreciation events. Carries out logistics and production prior to event, during event and manages event breakdown.
• Develops draft presentation materials for learning and engagement opportunities that will be utilized in HR Relations' outreach programs, such as in the FIU Retiree Association and peer-to-peer recognition program, Empower.
• Oversees the maintenance and upkeep of the FIU Retiree Association database and the peer-to-peer recognition platform. Serves as the point of contact with platform vendors to address and trouble shoot dashboard capability and/or user issues.
• Develops draft proposals and timelines for each event incorporating trends to ensure maximum engagement of target audience. Generates and manages post event surveys to gauge participant experience. Debriefs after each event to further enhance the employee experience.
• Manages ticket distribution for events requiring admission tickets and works closely with the senior account manager to generate participation reports.
• Oversees and coordinates the hospitality ambassador orientation and supervises the hospitality ambassadors for each event, whether in-person or virtual to ensure exceptional customer service experience for guests. Provides guidance to ambassadors as may be necessary for timely resolution of issues. Works closely with event venue personnel and appropriate university units to ensure a successful working relationship. Serves as point of contact for all event related inquires and acts as liaison between vendors and university.
• Develops draft communications and provides support on program related communications, which include but are not limited to vendor relations, event outreach and post event surveys.
• Manages the Sympathy and Support program and coordinates orders for the TLC Brigade.
• Works closely with the senior account manager to ensure adherence with assigned budgets for each event. Secures special events quotes and coordinates rentals with external vendors. Generates reports for proposed expense review and approval for each event. Prepares performance agreements and vendor approval forms as may be needed. Secures invoices for timely payment processing in accordance with University practices.
• Performs essential duties in any emergencies such as hurricanes, public health emergencies, and/or any other university emergency closing. The employee is expected to be available to report to work as needed during university emergency closing with appropriate notification of a department administrator.
• Adheres to approved established event production timeline as established by HR Relations department and develops action plan to meet the goals of each event. Sets deadlines for deliverable, follows-up accordingly and escalates pending matters as may be necessary to ensure goals are met on a timely basis.
• Performs related functions as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.
• Manages the director's calendars. Coordinates meetings and prepares briefings as needed. Prepares monthly reports as necessary. Ensures calendar invitations to senior leadership are sent on behalf of the director in a timely fashion and as necessary.

Minimum Qualifications

• Bachelor's degree; OR high school degree and four (4) years of related experience; OR an equivalent combination of relevant education and/or experience.

Desired Qualifications

• Knowledge in hosting events through virtual platforms (Zoom, Microsoft Teams, etc.).
• Experience in event planning.
• Degree in HR or Hospitality.

Job Category

• Administrative

Advertised Salary

• $40,000 - $43,500

Work Schedule

Begin time: 8:30 AM

End time: 5:00 PM

Working Condition(s)

• Operating University Vehicles (all types)

Pre-Employment Requirements

• Criminal Background Check
• Driver's License Check

Other Information

• Ability to work flexible hours as needed.
• Ability to work occasional evenings, weekends and at locations outside of the University
• Travel to FIU Campus

How To Apply

Prospective Employee

If you have not created a registered account, you will be asked to create a username and password for use of the system. It is recommended that you provide an active/valid e-mail account as that will be the main source of communication regarding your status within the process. In this account, you are able to track your applicant status in "My Applications".

To be considered eligible for the position as an internal candidate, departmental staff must meet minimum requirements of the position and be in good performance standing.

Before you begin the process, we recommend that you are prepared to attach electronic copies of your resume, cover letter or any other documents within the application process. It is recommended that you combine your cover letter and resume/curriculum vitae into one attachment. Attached documents should be in Microsoft Word or PDF format. All applicants are required to complete the online application including work history and educational details (if applicable), even when attaching a resume.

• This posting will close at 12:00 am of the close date.

How To Apply

Current Employee

As a current employee, you must log into Employee Self Service (ESS) to apply for this and any other internal career opportunity of interest. In this account, you are able to track your applicant status in "My Applications".

To be considered eligible for the position as an internal candidate, departmental staff must meet minimum requirements of the position and be in good performance standing.

Before you begin the process, we recommend that you are prepared to attach electronic copies of your resume/ curriculum vitae, cover letter or any other documents within the application process. It is recommended that you combine your cover letter and resume into one attachment. Attached documents should be in Microsoft Word or PDF format.

• This posting will close at 12:00 am of the close date.

Disclosures

Clery Notice

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the University Police department at Florida International University provides information on crimes statistics, crime prevention, law enforcement, crime reporting, and other related issues for the past three (3) calendar years. The FIU Annual Security report is available online at:

To obtain a paper copy of the report, please visit the FIU Police Department located at 885 SW 109th Avenue, Miami, FL, PG5 Market Station).

Pay Transparency

Florida International University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

FIU is a State University System of Florida member, Equal Opportunity, Equal Access, and Affirmative Action Employer for individuals with disabilities and veterans. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability, or protected veteran status. For inquiries regarding nondiscrimination, contact FIU's Office of Civil Rights Compliance and Accessibility at or email