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Conference-Event Planner III

University of Florida

Gainesville, FL

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JOB DETAILS
SALARY
$55,000–$60,000 Per Year
SKILLS
Analysis Skills, Audiovisual, Billing, Budget Management, Budgeting, Catering Services, Conference Management, Conferences, Contract Management, Cost Control, Detail Oriented, Event Management, Expense Tracking, High School Diploma, Logistics, Logistics Management, Maintain Compliance, Marketing Communications, Marketing Plan, Metrics, Microsoft Office, Organizational Skills, Plan Meetings, Reconciliation, Regulations, Reimbursement, Reporting Skills, Safety/Work Safety, Social Media, Team Player, University/School Policies, Vendor/Supplier Planning
LOCATION
Gainesville, FL
POSTED
5 days ago
The Office of Professional and Workforce Development (OPWD) Conference Department coordinates and manages all event logistics with a team of experienced and certified event managers is fully equipped to support event needs. Are you a creative and detail-oriented event professional with a passion for bringing people together? We’re looking for a dynamic Event Planner to join our team and help coordinate exceptional events and meetings within the university setting, working closely with faculty, staff, and external partners to plan and execute a variety of events, from academic conferences to special gatherings.

 

Classification Title:

Conference-Event Planner III

Job Description:

The Office of Professional and Workforce Development (OPWD) Conference Department coordinates and manages all event logistics with a team of experienced and certified event managers is fully equipped to support event needs.

Are you a creative and detail-oriented event professional with a passion for bringing people together? We’re looking for a dynamic Event Planner to join our team and help coordinate exceptional events and meetings within the university setting, working closely with faculty, staff, and external partners to plan and execute a variety of events, from academic conferences to special gatherings.

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.

Other Duties Assigned

Expected Salary:

$55,000 - $60,000

Required 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:

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 and resume.

This position is open until filled.  Application review will begin immediately and continue until the position is filled.

Health Assessment Required:No

 

About the Company

U

University of Florida