Classification Title:
Conference-Event Planner III
Job Description:
Event Management
- Collaborates with staff to understand event goals and objectives; develops event operating procedures; establishes and manages event planning timelines; creates task assignments; and proposes resources needed to execute events.
- Prepares budgetary recommendations and negotiates terms with vendors.
- Facilitates event briefings and coordination of speakers/presenters.
- Serves as primary event contact person with invitees, vendors, staff, etc.
- Provides direction and coordination among speakers, staff and volunteers during event program/production.
- Make recommendations for improving events and services to college staff and implements recommendations as appropriate.
- Seeks out innovative and creative ideas for events through research, networking and continuing education opportunities.
- Liaison to UF Commencement staff for the purpose of recruiting marshals, sharing event-related messaging with students and serving as the lead contact for all Commencement-related questions directed to the CALS Dean’s Office.
- Function as the primary liaison for the College with other event coordinators throughout UF and in the larger Gainesville community.
Marketing
- Oversee centralized event registration for the College.
- Collaborate with the college strategic communications manager to plan and execute all event-related publicity in a manner consistent with the UF, IFAS and CALS brands; including CALS social media; e-mails, web page design; and production of invitations and all related materials.
- Collaborate with the director of student development and recruitment to ensure recruitment opportunities are maximized at relevant events.
- Collaborate with the director of alumni and career services to ensure that alumni events and marketing targeted to alumni is in alignment with the goals of both the CALS Dean’s Office and CALS Alumni and Friends.
- Collaborate with the associate dean and Teaching Resource Center Director to ensure that events are in alignment with the goals of both the College and the Center.
- Ensure that donors are recognized appropriately at events.
Outreach Liaison
- Serve as a liaison to other UF/IFAS and campus offices for the purpose of recruiting prospective students.
- Represent the College at events including but not limited to 4-H University, UF/IFAS Extension Professional Associations of Florida Conference, Center for Pre-Collegiate Education camps, and UF/IFAS Extension Youth Development Institute.
- Identify and implement new ways to recruit students from the aforementioned campus programs.
Interface with Student Organizations
- Maintain up-to-date contact lists for college-related student organizations.
- Serve as the Administrative Advisor for the Agricultural and Life Sciences College Council; assist officers and faculty advisor in engaging college-related student organizations.
Perform other duties as requested by supervisor
Expected Salary:
$45,000-$48,000
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 course work may substitute at an equivalent rate for the required experience.
Preferred Qualifications:
EDUCATION & TRAINING: Bachelor’s degree
EXPERIENCE: Three years of experience with conference service operations, event management, or hospitality management.
KNOWLEDGE: Knowledge of campus facilities and space reservation policies and procedures; Knowledge of the college and enthusiasm about the majors and programs offered by College of Agricultural and Life Sciences.
SKILLS: Strong customer service skills as well as written and oral communication skills; strong computer proficiency in Microsoft Office Suite and some experience with design software.
ABILITIES: Ability to communicate effectively as well as establish and maintain a positive working relationship with colleagues, students, volunteers, event attendees and vendors; ability to function well as part of a team; valid driver’s license and good driving record.
PHYSICAL QUALIFICATIONS: Moderate lifting of boxes, tables, chairs, etc.; Room setup and cleaning by stacking/setting out chairs, tables, etc.; Organize inventory closets; Climbing (stairs); Occasionally reaching above shoulders; Long periods of standing and walking (particularly during events); Other types of physical exertion necessary for task completion.
Special Instructions to Applicants:
In order to be considered, applicant must upload cover letter and resume.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required:
No
Advertised: 04 Aug 2023 Eastern Daylight Time
Applications close: 08 Sep 2023 Eastern Daylight Time