| Location | Gainesville, FL |
| Salary | $55,000–$65,000 Per Year |
Classification Title:
Conference-Event Planner III
Classification 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
Job Description:
The College of Pharmacy is recruiting for a Conference & Event Planner III to serve as a full-service event professional responsible for planning, coordinating, executing, evaluating, and continuously improving conferences, meetings, ceremonies, symposia, donor engagement events, alumni events, student programming, faculty and staff recognition events, and special initiatives in support of the University of Florida College of Pharmacy.
This position serves as a strategic partner to college stakeholders by delivering exceptional event experiences, maintaining strong operational standards, and utilizing data-driven practices to evaluate event outcomes and identify opportunities for continuous improvement.
The Conference & Event Planner III works collaboratively with college leadership, faculty, staff, students, alumni, donors, vendors, and institutional partners to ensure events support the mission and strategic priorities of the college.
The position operates in a highly dynamic environment requiring flexibility, responsiveness, independent decision-making, and excellent stakeholder relationship management.
Duties include:
Event Planning & Coordination
Manager assigned events through the full event lifecycle
Conduct stakeholder intake meetings and planning consultations
Coordinate venue selection, catering, hotel contracts, transportation, registration, security, audiovisual support, parking, signage, and event logistics
Utilize Smartsheet to manage event planning workspaces and stakeholder collaboration
Oversees and directs on-site execution including set-up and break-down
Participate in planning meetings and provide recommendations regarding event strategy and implementation
Ensure event compliance with UF policies and ADA requirements
Develop event-specific communication and execution plans
Event Execution & Operation Support
Serve as on-site lead or support planner during assigned events
Coordinate event setup, execution and breakdown activities
Manage vendors, volunteers, speakers, attendees, and event logistics
Troubleshoot operational issues in real time
Ensure professional and consistent delivery of the attendee experience
Participant in post-event closeout activities
Stakeholder Engagement & Communication
Serve as primary point of contact for assigned stakeholders
Collaboration with Conference/Event Manager to create and disburse marketing and communication materials for all College of Pharmacy Events with utilization of basic graphic design software, such as Canva
Facilitate planning meetings and prepare meeting agendas, action items and summaries
Process event contracts by working with the UF Procurement office
Maintain regular communication throughout the event lifecycle
Establish and maintain vendor communications and relationships
Collaborate with Communications, Development, Alumni Affairs, Student Affairs, Academic Departments and Dean's Office stakeholders
Provide insight and recommendations on maintaining and updating the operations and procedure manual for the events office, which will align with the policies of all operating partners such as the COP Fiscal Office, UF Procurement Office, UF Physical Plant Office, UF Transportation and Parking Services, UF Business Affairs, and UF Police Department
Coordinate event marketing materials, invitations, and registration communications
Event Analytics, Assessment & Continuous Improvement
Administer event stakeholder surveys and collect feedback
Analyze post-event survey results
Participate in annual event portfolio reviews
Document lessons learned and recommendations
Identify opportunities to improve event planning processes and stakeholder experiences
Support development of event performance dashboards and reports
Smartsheet, Dashboard & Data Management
Maintain event records and planning documentation within Smartsheet
Support development and maintenance of event dashboards
Manage event registration data and reporting
Maintain event templates, planning checklists and standard operating procedures
Ensure event information and records and organized and accessible
Fiscal & Administration Support
Coordinate purchasing and procurement requests
Process contracts, invoices, and fiscal documentation
Track event budgets and expenditures
Ensure compliance with UF financial policies and procedures
Maintain event files and records in accordance with college requirement
Maintain events calendar and shared email inbox for ease of access to relevant event information
Expected Salary:
$55,000-$65,000 commensurate with education and experience.
Employment Benefits include:
Health Insurance: UF participates in state- and university-sponsored benefits programs for individuals, families and domestic partners, and offers voluntary insurance that includes vision, dental, long-term disability and more.
Retirement Options: Attractive options include Florida Retirement System Pension Plan, State University System Optional Retirement Program, Florida Retirement System Investment Plan, and Voluntary Retirement Savings Plan.
Leave: UF Faculty and Staff enjoy a generous paid leave plan as well as access to a sick-leave pool, maternity/paternity leave, and leave payouts.
To learn more visit: hr.ufl.edu/benefits
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.
A valid driver''''s license is required.
Preferred:
Special Instructions to Applicants:
To be considered, you must upload your cover letter, resume, and list of three professional references.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required: No