Inside Higher Ed is hiring: Conference-Event Planner III in Gainesville

Overview

6 days ago Be among the first 25 applicants

Job No: 536723

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

Categories: Communications/Public Relations/Marketing

Department: 52020000 - TT-PROFESSIONAL WORKFORCE DEV

Classification Title: Conference-Event Planner III

The Opportunity: This position reports to the Conference Department Assistant Director and is responsible for coordinating and executing a wide range of events and meetings within the university setting. This role involves collaborating with faculty, staff, and external stakeholders to ensure successful event planning and logistics. The Event Planner will manage all aspects of event planning, including venue selection, budgeting, scheduling, and vendor coordination. Additionally, the Event Planner will coordinate marketing efforts, handle logistics like catering and audiovisual needs, and ensure compliance with university policies. Strong organizational skills, attention to detail, and the ability to work collaboratively in a dynamic environment are essential for success in this position.

Responsibilities

• Plan, coordinate, and execute university meetings, conferences, workshops, and special events.
• Develop timelines, task lists, and action plans while managing logistics, including venues, catering, technology, and AV needs.
• Oversee event registration, guest lists, and attendance tracking.
• Serve as the primary liaison between internal departments, faculty, and external vendors, securing contracts and managing service providers.
• Communicate with speakers, panelists, and presenters to ensure smooth program execution.
• Develop and monitor budgets, track expenses, process invoices, and identify cost-saving opportunities.
• Ensure compliance with university policies, health and safety regulations, and accessibility standards while optimizing the guest experience.

Marketing and Communications

• Coordinate event promotions, invitations, and communications via email, social media, and university channels.
• Develop and distribute event materials, such as programs, signage, and name badges.
• Work with marketing and communications teams to enhance event visibility.

Post-Event Evaluation & Reporting

• Collect feedback from attendees and stakeholders.
• Analyze event success, attendance metrics, and areas for improvement.
• Responsible for fiscal reconciliation and close out of events.
• Prepare reports and recommendations for future events.

About The Office Of Professional And Workforce Development (OPWD)

The Office of Professional and Workforce Development (OPWD) supports the Office of Teaching and Technology and the University of Florida in offering non-credit education for learners across multiple modalities. Our Mission is to design and deliver innovative learning opportunities for everyone. Our vision is to create an enduring legacy of excellence through professional workforce educational opportunities. Learn more about OPWD at https://pwd.aa.ufl.edu/

About The University Of Florida

UF is one of the nation’s top-5 universities and a dynamic and rewarding place to work. The University seeks to recruit and retain a diverse workforce as a reflection of its commitment to serving a diverse global community. UF is in Gainesville, one of Florida’s most livable cities. The area offers natural attractions, cultural offerings, and a growing hub for research and innovation.

Exclusive Perks And Benefits

Full-time UF benefit package includes healthcare, leave policies, retirement planning, and professional development. Salary: $55,000 - $60,000 annually.

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 coursework may substitute at an equivalent rate for the required experience.

Preferred Qualifications

• BS/BA Degree or four years of experience in Event/Meeting Planning.
• Knowledge of University of Florida procedures, and experience in Microsoft Office.

Special Instructions To Applicants

To be considered, upload your cover letter, resume, and a list of at least 3 references. Application must be submitted by 11:55 p.m. (ET) of the posting end date. This requisition has been reposted; previous applicants are still under consideration and need not apply.

Applications Close

To apply, visit https://explore.jobs.ufl.edu/en-us/job/536723

Equal Opportunity

The University of Florida is an Equal Employment Opportunity Employer. Hiring is contingent on eligibility to work in the U.S. UF is subject to Florida public records laws. If an accommodation due to a disability is needed to apply, please call 352-392-2477 or the Florida Relay System at 800-955-8771 (TDD) or visit Accessibility at UF.