Conference-Event Planner III Job at Inside Higher Ed in Gainesville

Overview

Join to apply for the Conference-Event Planner III role at Inside Higher Ed.

Location: Main Campus (Gainesville, FL) • Employment type: Full Time

Responsibilities

• Event Coordination: plan, coordinate, and execute annual events assigned by the Conference/Event Manager independently; serve as the primary on-site representative during these events. Coordinate event logistics with the Conference/Event Manager and use strategic planning for meeting and conference logistics. Travel with the Conference/Event Manager to provide on-site support, including volunteers/staff management. Oversee on-site execution including set-up and break-down.
• Communication/Contract Management: collaborate to create and distribute marketing and communication materials for College of Pharmacy events, using basic graphic design tools (e.g., Canva). Process event contracts with UF Procurement; establish and maintain vendor communications and relationships. Provide input on updating the events office operations manual in alignment with partner policies.
• Fiscal Processing: manage fiscal operations for each event, consolidate P-card purchases, invoices, and travel expenses; maintain event budget sheets and process invoices; ensure compliance with UF and COP policies and timely submissions of fiscal documentation.
• Administrative Tasks: manage the events calendar for the UF College of Pharmacy; maintain organized email inboxes and files for contracts and schedules; proficient in MS Office Suite, WordPress, Canva, Cvent, and Smartsheet.

Qualifications

Required

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

• Experience in complex, executive conference and event planning with strong organizational skills and on-site adaptability.
• Experience planning, executing, and evaluating programs and conferences, including vendor selection, site selection, contracting, and budgeting.
• Significant project management experience with the ability to manage multiple complex projects with tight schedules and deadlines.
• Ability to develop innovative approaches to major events and establish effective relationships with stakeholders and staff.
• Forward-thinking, with strong decision-making and problem-solving abilities; experience with contract negotiation and event planning.
• Experience processing invoices and working with Canva for invitations and marketing; proficiency with MS Office, Smartsheet, Cvent, floor plan design, and event scheduling.
• Strong customer service, written and oral communication skills; ability to plan and execute a high volume of meetings and events.

Salary & Benefits

Expected Salary: $53,000 - $58,000, commensurate with education and experience.

Benefits include health insurance (UF participates in state- and university-sponsored programs), various retirement options, and generous leave. For more details, visit hr.ufl.edu/benefits.

Required/Additional Information

Required Qualifications (repeat): 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.

Special Instructions to Applicants: Upload your cover letter, resume, and list of three professional references. Application must be submitted by 11:55 p.m. (ET) of the posting end date. This position has been reposted; previous applicants are still under consideration and need not reapply.

Education/Work eligibility: The University of Florida is an Equal Employment Opportunity Employer. Hiring is contingent on eligibility to work in the U.S. If an accommodation is needed to apply, contact UF accessibility resources.

Application Details

To apply, visit the official posting: https://explore.jobs.ufl.edu/en-us/job/537067

Our Commitment: The University of Florida is an Equal Employment Opportunity Employer. The job posting notes standard Florida sunshine and public records laws applicable to state employment.

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