• Conference-Event Planner III

    University of Florida (Gainesville, FL)


    Conference-Event Planner III

     

    Work type: Staff Full-Time

     

    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.

     

    About the Office of Professional and Workforce Development (OPWD)

     

    The Office of Professional and Workforce Development (OPWD) supports the Office of Teaching and Technology and the University of Florida in offering non-credit education for learners across multiple modalities. Our Mission is to design and deliver innovative learning opportunities for everyone. Our vision is to create an enduring legacy of excellence through professional workforce educational opportunities.

     

    Learn more about (OPWD) athttps://pwd.aa.ufl.edu/

     

    About the University of Florida

     

    UF is one of the nation’s top-5 universities and a dynamic and rewarding place to work. The University seeks to recruit and retain a diverse workforce as a reflection of its commitment to serving a diverse global community. UF is in Gainesville, one of Florida’s most livable cities. Known for its natural attractions (wetlands, forests, springs, wildlife) and cultural offerings (music, theater, visual arts, and historic districts), the area also is gaining a reputation as a thriving hub for high-tech start-ups, as well as invention and research collaborations. We are excited about what’s happening here and know you will want to be a part of it.

     

    Exclusive Perks and Benefits

     

    Enjoy stability and support with UF’s unique range of benefits and opportunities. With a robust healthcare (https://benefits.hr.ufl.edu/health/) package, generous leave (https://benefits.hr.ufl.edu/time-away/) policies, retirement (https://benefits.hr.ufl.edu/retirement/) planning, and professional development (https://learn-and-grow.hr.ufl.edu/) , you can achieve a healthy work-life (https://worklife.hr.ufl.edu/) balance, plan for your future, and advance your career.

     

    Full-time TEAMS employees will accrue vacation leave at a rate of 6.769 hours biweekly/22 days annually and sick leave at a rate of 4 hours biweekly/13 days annually. In addition, employees are eligible for ten paid holidays each year.

     

    The City of Gainesville

     

    The Guide to Greater Gainesville shares all that you need to learn about the Heart of Florida, including neighborhood and city information, schools and zoning, culture and leisure, sports and fitness, healthcare and much more. Learn more athttps://guidetogreatergainesville.com/

    Expected Salary:

    $55,000 - $60,000 annually

    Minimum Requirements:

    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.

     

    This requisition has been reposted. Previous applicants are still under consideration and need not apply.

     

    Health Assessment Required:No

     

    Advertised: 27 Feb 2025 Eastern Standard Time

     

    Applications close: 20 Jun 2025 Eastern Daylight Time