| Job Description: |
Event Planning: 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 Hamilton. 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 Hamilton 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 Conference-Event Manager II, advises Hamilton 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 furniture/stage sets that each event will require. Ensures that all events, programming, and activities at Hamilton comply with university, state and federal policies, procedures, and regulations. Responsible for the development and distribution of materials, communications, arrival instructions, itineraries, surveys, follow-up materials, etc. in support of events. The candidate will work with appropriate staff in the composition, edit, and review of final copy of event communications.
Day-Of Event Coordination: 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. Monitors events to ensure participant safety and satisfaction and resolves any problems that arise.
Renovation and Facility Management – Under the direction of the Conference-Event Manager II, incumbent coordinates the renovation of new building projects, ensuring that construction timelines and budgets are met while adhering to safety and regulatory requirement standards. Coordinates with contractors, vendors and internal teams to ensure facility readiness. Coordinates the operations and maintenance of current facilities, including space allocation, scheduling, and resolving facility-related issues to meet departmental needs
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| Preferred |
Experience with planning, executing and evaluating programs, meetings and conferences successfully, including vendor selection, site selection, contracting and budgeting.
Experience with service procurement policies and practices and effective vendor management, to include contract negotiations.
Experience with event planning, particularly in an academic setting.
Ability to function independently.
Strong multi-tasking skills and flexibility.
Ability to develop and implement innovative and creative approaches to seminal events.
Knowledge of University of Florida, State University System and government agencies.
Ability to deal with the public including government officials, alumni and other professionals in a courteous and tactful manner.
Ability to communicate effectively verbally and in writing.
Ability to establish and maintain effective working relationships.
Ability to follow verbal and written instructions.
Ability to track and follow-through on numerous projects as needed.
Ability to apply problem solving techniques.
Skill in the preparation of correspondence and reports using a personal computer as well as knowledge of effective office procedures.
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