· Process all non-academic scheduling for faculty, staff, and student events and meetings through Campus Groups and Ad Astra. This includes confirming space availability, evaluating event appropriateness based on the College’s mission, and coordinating with departments to obtain required approvals.
· Schedule Master Event Calendar.
· Train faculty, staff, and students on utilizing Campus Groups to submit event and resource requests.
· Lead event consultation sessions for students, staff, and faculty on implementing successful events, including cost estimates, floor plans, and logistical planning.
· Provide day-of event coordination support for special events (e.g., major campus celebrations, fundraising events, and approved external group activities).
· Organization and on-site coordination for internal and College-hosted external events, including evening and weekend responsibilities as needed.
· Foster collaboration between departments by leading biweekly meetings with maintenance, catering, and other key campus partners to ensure coordinated event execution.
· Collaborate with the Director of Event Rentals and Campus Scheduling to schedule day and residential summer camps, weddings, and other external facility rentals.
· Ensure all scheduled events comply with college policies and risk management guidelines, including requirements for insurance, security, or permits.
· Coordinate internal event promotion in collaboration with Marketing and Communications, including calendar submissions, digital signage, and campus-wide messaging.
· Generate and maintain event reports or scheduling data from Campus Groups and Ad Astra to support planning, resource management, and strategic scheduling.
· Participate in post-event evaluations and recommend improvements to enhance event quality and scheduling processes.
· Tracking, follow-up, and guest list preparation for large public and campus events.
· Manage individual projects assigned by the Director of Event Rentals and Campus Scheduling.
· Schedule, train, and supervise up to 10 student workers and interns within the Office of Special Events.
· Oversee departmental supplies and organization, including linens, vases, and other event materials.
MINIMUM QUALIFICATIONS
· Bachelor’s degree required
· One-year of related field experience
· Proficiency with computers, including Microsoft Office Suite
CHARACTERISTICS PREFERRED
· Ability to communicate effectively both verbally and in writing
· Ability to work without close supervision and make proper independent decisions
· Detail and multi-task oriented
· Ability to maintain confidentiality and to exhibit good judgment in making decisions concurrent with college policy.
PREFERRED QUALIFICATIONS
· Two years of related field experience
WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:
· Light work: exerting up to 15 pounds of force occasionally, and/or a negligible amount of force constantly to move objects.
· Climbing, balancing, reaching, standing, walking, lifting, repetitive motions, and ability to communicate appropriately with students/colleagues; ability to access multi-storied buildings and multiple-level staircases.
· Must qualify for a Florida driver’s license and the ability to drive a car.
· Weekend and evening event coverage that falls outside of the weekly office schedule.
Flagler College is a private liberal arts college located in St. Augustine, Florida. Founded in 1968, our mission is to enrich lives by creating a thoughtful, personalized experience in a supportive educational community.
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