Conference-Event Planner III

The primary role of this professional position is to independently coordinate various conferences, and other educational programs with higher complexities including those with multiple current sessions, extensive program components, and large attendance, to direct support staff, and to serve as an adviser who assists planning committees in reaching their educational objectives. This position is responsible for conferences and events with mid-to-upper level budgets as assigned by the director.

Responsibilities include, but not limited to:

Independently manage conference logistics for both in person and virtual events, establishes, and manages event planning timelines; Consult with customers to determine objectives and requirements for events such as meetings, conferences, and conventions. Execute detailed communications with attendees, speakers, poster presenters, exhibitors, sponsors, volunteers, and planning/program committee members. Read trade publications, attend seminars, and consult with other meeting professionals to keep abreast of meeting management standards and trends.

Administer the financial management of events they are responsible for organizing. This includes formulating detailed estimated and actual budgets, monitoring and managing each event’s conference budget throughout the planning process, and supervising expenditure of funds for printing, conference materials, travel and transportation, audio visual equipment rental and operations, meal functions and all costs entailed in the conference. Review event bills for accuracy and approve payments. Maintain records of event aspects, including financial details, for groups with conference budgets ranging from $10,000 to $250,000.

Manage the RFP bidding process to negotiate contracts for conference activities including but not limited to venues, hotel facilities, transportation, audio visual services, exhibit services and food and beverage providers. Evaluate and select providers of services according to customer requirements.

Publicize conferences for potential participants. Assist with preparing, printing, and mailing programs, fliers, and other literature necessary in promoting conferences. Design and implement efforts to publicize events and promote sponsorships.

Oversee development and production of abstract books.

Collaborate with web designer to produce custom conference web sites and/or virtual platforms.

Manage on-site logistics and operations at conferences to ensure all arrangements are being conducted according to plan. Assign staff members to oversee various elements of onsite management, AV download, operating equipment, working registration, monitoring room set-ups. Monitor event activities to ensure compliance with applicable regulations and laws, satisfaction of participants, and resolution of any problems that arise. Confer with staff at a chosen event site to coordinate details. Supervise volunteers and support staff required for events. Responsibilities also include helping to prepare, transport, set up and break down supplies and equipment such as laptops, printers, projectors, displays, and signage. Requires frequent travel, overnight stays, and operation of a state vehicle.

Oversee arrangements for transportation, tours and supplementary activities for conferences and events.

$56,000, commensurate with education and experience.

This is a TEAMS position—UF’s designation for staff roles—eligible for a comprehensive benefits package, including paid leave, retirement plans, and health insurance. Learn more about TEAMS benefits here.

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.

Must have a Florida driver’s license and will be required to take and pass UF Van Driver class and driver license check.

Must be physically capable of working long days for weeks at a time during peak conference season, and when providing onsite management or assistance at conferences. Out of town travel required.

Proficient in the use of: Excel including spreadsheet and database operation and preparation, MS Word, Outlook, PowerPoint, Publisher, Adobe, Zoom, and the use of the internet as a resource tool.

•  Positive attitude with a willingness to learn and collaborate.

•  Strong verbal and written communication skills.

•  Effective time management and sense of urgency.

•  Proficient in Microsoft Office (Excel, Word, PowerPoint, Outlook).

•  Comfortable managing multiple projects simultaneously.

•   Able to work independently with minimal supervision.

•   Team player; collaborate well with internal and external partners.

•  Self-motivated and proactive in planning and execution.

In order to be considered, you must upload your cover letter and resume.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.