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Apply now Job no: 535027
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Recreation/Event Services
Department: 52020000 - TT-PROFESSIONAL WORKFORCE DEV

Classification Title: Conference-Event Planner III

Job Description:

The Opportunity

This position reports to the Conference Department Assistant Director and is responsible for coordinating and executing a wide range of events and meetings within the university setting. This role involves collaborating with faculty, staff, and external stakeholders to ensure successful event planning and logistics. The Event Planner will manage all aspects of event planning, including venue selection, budgeting, scheduling, and vendor coordination. Additionally, the Event Planner will coordinate marketing efforts, handle logistics like catering and audiovisual needs, and ensure compliance with university policies. Strong organizational skills, attention to detail, and the ability to work collaboratively in a dynamic environment are essential for success in this position.

Event Planning & Coordination

• Plan, coordinate, and execute university meetings, conferences, workshops, and special events.
• Develop timelines, task lists, and action plans while managing logistics, including venues, catering, technology, and AV needs.
• Oversee event registration, guest lists, and attendance tracking.
• Serve as the primary liaison between internal departments, faculty, and external vendors, securing contracts and managing service providers.
• Communicate with speakers, panelists, and presenters to ensure smooth program execution.
• Develop and monitor budgets, track expenses, process invoices, and identify cost-saving opportunities.
• Ensure compliance with university policies, health and safety regulations, and accessibility standards while optimizing the guest experience.

Marketing and Communication

• Coordinate event promotions, invitations, and communications via email, social media, and university channels.
• Develop and distribute event materials, such as programs, signage, and name badges.
• Work with marketing and communications teams to enhance event visibility.

Post-Event Evaluation & Reporting:

• Collect feedback from attendees and stakeholders.
• Analyze event success, attendance metrics, and areas for improvement.
• Responsible for fiscal reconciliation and close out of events.
• Prepare reports and recommendations for future events.

Minimum Qualifications:

A bachelor's degree in an appropriate area of specialization and three years of appropriate experience; or a high school diploma and seven years of appropriate experience. Appropriate college course work may substitute at an equivalent rate for the required experience.

Preferred Qualifications:

• BS/BA Degree or four years of experience in Event/Meeting Planning.
• Knowledge of University of Florida procedures, and experience in Microsoft Office.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, resume, and a list of at least 3 references. Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Salary: $55,000 - $60,000 annually

Advertised: 27 Feb 2025 Eastern Standard Time
Applications close: 27 Mar 2025 Eastern Daylight Time

The University is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.