Event Planner I - Educational Affairs - Operations
Event Planner I - Educational Affairs - Operations
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Job Description
Conference/Event Planner I
The Event Planner I is responsible for planning implementing and executing all designated events within the division of Educational Affairs. Acting as the secondary point of contact the incumbent collaborates closely with the Event Manager to coordinate logistics and oversee various aspects of special events meetings and conferences. Administrative related tasks encompass creating marketing materials and nurturing institutional relationships while financial responsibilities involve budget tracking invoice management and vendor negotiations.
Additionally the role extends to procurement travel arrangements and vendor registration/maintenance. The successful candidate is expected to bring an understanding of event planning and execution backed by industry experience. The event planner must also exhibit a professional demeanor maintain strict confidentiality regarding sensitive matters and consistently exercise independent and prudent judgment.
About This Role:
- Serves as secondary contact for all Office of Educational Affairs major events approved student-led activities and event-related inquiries and acts as primary point of contact in the Event Managers absence to provide leadership and continuity.
- Meets with Event Manager to coordinate the logistics necessary to plan and execute special events meetings and conferences. This includes determining objectives requirements format budget and reviewing administrative procedures and event progress.
- Evaluates selects and coordinates services for events such as accommodation and transportation for participants facilities audio-visual equipment catering signage displays accessibility requirements printing and event security.
- Leads on-site coordination of event details to ensure satisfaction of participants and the successful execution of each event.
- Communicates effectively professionally and timely to manage and maintain relationships with internal and external stakeholders.
- Maintains and updates event-related documents procedures policies outcomes and feedback; ensures accuracy of the COM Event Database and organizes Event Team meetings and event storage.
- Designs and develops event programs agendas invitations scripts and related materials to ensure professional presentation and alignment with event goals.
- Evaluates reviews negotiates and manages contracts and services for events.
- Maintains and tracks inventory of facility and departmental event equipment.
- Serves as a resource for COM Staff by providing guidance and direction on event policies andprocedures.
Finance Payables and Procurement
- Tracks and monitors event budgets and expenses to ensure alignment with approvedallocations.
- Negotiates pricing and terms with vendors secures quotes coordinates service details andmaintains strong professional relationships to ensure smooth event execution.
- Reviews and tracks event-related invoices ensuring accuracy and timely payment whilemaintaining proper documentation for fiscal compliance.
- Completes vendor setup collecting all required documents required for payment responds tovendor inquiries and provides updates to fiscal staff as needed.
- Arrange and reconcile speaker travel arrangements and any miscellaneous expenses forreimbursement.
About the College of Medicine:
The University of Floridas College of Medicine is committed to advancing health through education research and patient care. With a focus on innovation and excellence the college prepares future healthcare leaders through a rigorous curriculum that combines basic sciences with hands-on clinical experience. The College of Medicine emphasizes interdisciplinary collaboration and community engagement fostering and environment where students faculty and staff work together to improve healthcare outcomes. The College is home to cutting-edge research initiatives and state-of-the-art facilities providing an exceptional training ground for aspiring medical professionals. Dedicated to enhancing the health of diverse populations the College of Medicine plays a pivotal role in shaping the future of medicine.
For more information about the College of Medicine and its programs visit College of Medicine.
We Offer Exceptional Benefits:
- Low-cost State Health Plans: Medical Dental and Vision Insurance
- Life and Disability Insurance
- Generous Retirement Options to secure your future
- Comprehensive Paid Time Off Packages:(includes over 10 paid holidays as well as paid family sick and vacation leave)
- Exceptional Personal and Professional Development Opportunities: Access to UF Training & Organizational Development programs leadership development LinkedIn Learning and more
- Tuition Assistancethrough theUF Employee Education Program
- Public Service Loan Forgiveness (PSLF) Eligible Employer
$20.00 - $21.00 per hour; commensurate with education and experience.
A bachelors degree; or a high school diploma and four years of appropriate experience. Appropriate college coursework may substitute at an equivalent rate for the required experience.
The ideal candidate will possess:
- A degree in Hospitality/Tourism and/or Relevant Certifications (CMP etc.) are preferred.
- Event planning or project management experience.
To be considered please upload the following documents with your application:
- Cover Letter
- Resume
- Contact information for three professional references
This position is eligible for veterans preference. If you are claiming veterans preference please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veterans Preference Page for more specific information.
If an accommodation due to a disability is needed to apply for this position please call or the Florida Relay System at (TDD).
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Employment Type
Full-Time
