Job Description

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:

We are seeking an experienced Events Planner to provide exceptional support in planning, coordinating, and executing events showcasing the UF College of Pharmacy's excellence in education, research, and clinical practice. We provide full-service planning and day of coordination for stake holders throughout the College of Pharmacy with events ranging from 50 to 200+ attendees and events may be local, regional, or national. The successful candidate will possess excellent communication and interpersonal skills, with the ability to work effectively with vendors, faculty, staff, and students. This role requires a high degree of organizational skills, attention to detail, and the ability to manage multiple tasks and priorities.

Duties include:

Event Coordination:

• Responsible for planning, coordinating and executing annual events assigned by the Conference/Event Manager independently. Serves as the primary on-site representative during these events.
• Works directly with the Conference/Event Manager to coordinate event logistics. Uses strategic planning and decision making for meeting and conference planning logistics.
• Travels to events with Conference/Event Manager to provide assistance and insight on management of volunteers/staff and overall success of the event.
• Oversees and directs on-site execution including set-up and break-down.
• Works cooperatively and productively with the various stake holders  within the college as the events team collaborates with multiple departments and leaders of the college to plan and execute programs to advance the mission of the college.

Communication/Contract Management:

• Collaborates 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.
• Processes event contracts by working with the UF Procurement office.
• Establishes and maintains vendor communications and relationships.
• Provides 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.

Fiscal Processing:

• Works directly with the Conference/Events Manager to manage the fiscal operations for each event.
• Consolidates and provides required information for all P-card purchases, invoices and travel expenses.
• Enhanced knowledge of UF and the College’s policies and procedures regarding expenses, budgets, and purchases.
• Maintains events budget sheets and processes incoming invoices.
• Completes all required fiscal forms for purchasing and travel. Assures that all P-card, purchasing, travel, and other fiscal documentation is submitted timely and accurately to comply with UF & COP Shared Service Center guidelines and prevent unnecessary delays in processing and payments. 

Administrative Tasks:

• Manages events calendar for the UF College of Pharmacy.
• Maintains an organized personal and shared email inbox for ease of access to relevant event information.
• Maintains organization of current and historical files inclusive of event contracts and schedules within the shared drive.
• Proficient use of MS Suite, WordPress, Canva, Cvent, and Smartsheet.

Expected Salary:

$53,000 - $58,000 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.

Preferred:

• Experience in complex, executive conference and event planning with excellent organizational skills and flexibility to adapt events on site.
• Experience with planning, executing and evaluating programs, meetings and conferences successfully, including vendor selection, site selection, contracting and budgeting.
• Significant experience in project management, with the ability to manage details of multiple and complex projects with firm schedules and competing deadlines.
• Ability to develop and implement innovative and creative approaches to seminal events.
• Demonstrated ability to establish and maintain effective working relationships with stakeholders and critical staff, both internally and externally, through a variety of communication mediums and venues.
• Forward-thinking mentality, actively seeking opportunities and proposing creative solutions with strong decision-making capability.
• Experience with contract negotiation, and event planning.
• Experience processing invoices.
• Experience in graphic design (Canva) for invitations, email marketing, and general event needs.
• Experience with MS Office Suite, Smartsheet, Cvent, floor plan design, and event scheduling.
• Strong customer service skills.
• Strong written and oral communication skills.
• Must be able to plan and execute a high volume of meetings and events, and projects.
• Excellent communication, problem-solving, and organization skills.

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

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