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Event Management
Responsible for day of event coordination. Facilitating set-up and break-down of all event materials (tables, chairs, catering, printed material, posters, and electronic presentations), troubleshoot attendee and presenter needs, and guide and troubleshoot UF and/or external vendor/media needs. Leads on-site coordination of event details to ensure satisfaction of participants and the successful execution of each event. Coordinates the logistics necessary to plan and execute conferences, meetings, and various types of special events, logistics for conferences, special events, and other non-classroom programming taking place at Levin College of Law. Evaluates, selects, and coordinates services for events, such as accommodation and transportation for participants, facilities, audio-visual equipment, catering, signage, displays, special needs requirements, printing, and event security. Liaises with venues, catering vendors, production staff, and other parties participating in producing the event. Collaborates with College of Law staff to coordinate hotel lodging, shuttle services, and the like. Works directly with speakers to assist with travel plans (i.e. airfare, lodging, and transportation). With assistance of assistant director of facilities and events, advises College leadership team, student organizations, and other stakeholders on event policies and coordinates event logistics, including location/venue selection, date/time options, catering needs, audio/visual support, and publicity. Oversight into the conversions/furniture sets that each event will require. Ensures that all events, programming, and activities at Levin College of Law comply with university, state, and federal policies, procedures, and regulations. Monitors events to ensure participant safety and satisfaction and resolves any problems that arise. Effectively monitor and track event budgets.
Calendar Management (EMS)
Manages the process for use of the Enterprise Management System (EMS) by internal and external event planners to request, reserve, and confirm date, time, and location details for both in-person and virtual events at Levin College of Law. Notifies the Dean and other internal stakeholders of any special guests and VIP visitors to campus. Makes appropriate arrangements for their arrival such as parking and signage. Assists the Assistant Dean for Messaging & Outreach with the production of a weekly calendar of events to be shared with the campus community.
Collaborative Relationships with College Department Leaders
Assists College leaders with strategies to make events and programming effective vehicles for furthering the strategic objectives of the College. Works cooperatively with internal stakeholders to support the planning and implementation of UF Law's annual student events such as Commencement, New Student Orientation, Admitted Students Day, and On-Campus Interviewing, among others.
Collaborative Relationship with Facilities Department and other UF Stakeholders
Facilitates communication and collaboration between college staff members and Facilities Services, Parking Services, University Police Department, and/or other university departments to ensure that spaces are being used safely and are properly maintained during events. Additionally, this role will help oversee the Lenel OnGuard Access Control systems, aide and assist in facility use, and work closely with the facilities team to ensure seamless event operations.
Administrative Logistics
Tracks and reconciles event budgets and assists with the payment of expenses as needed. Completes written summaries and post-event evaluations to create a historical record of the events and programming on campus each year.
Other Duties
The Levin College of Law is rapidly changing and evolving. All staff members are expected to assist with other duties as needed, including duties throughout the entire law school campus.
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