Conference and Event Planner

Dept Number/Name: 0-1201-000 / College Arts and Sciences

College Division: Acad Affairs-Coll of ArtsandSci

Salary Plan: Administrative

Job Code/Title: 9402 / Conference and Events Planner

Hiring Salary/Salary Range: $46,000

Position Number: 00036302

Work Flexibility: Schedule and Location may vary based on event schedule.

ORGANIZATIONAL SUMMARY:
The College of Arts and Sciences is the intellectual heart of the University of South Florida. We are a community of teachers and scholars united in the belief that broadly educated people are the basis of a just, free, and prosperous society. By focusing on the big questions facing all of humanity, we prepare students for successful, socially responsible personal and professional lives. By conducting innovative, interdisciplinary research and scholarship, we advance knowledge in ways that prepare us to address complex social and scientific problems and enhance the quality of life for people and communities. There are 23 departments and over 19 centers and institutes within the College of Arts and Sciences and these areas are comprised of approximately 700+ faculty members and 200 staff plus many OPS and student employees. All employees within the College of Arts and Sciences believes and support our vision which is to be a national model for integrating the humanities, social sciences, and natural sciences into a dynamic, trans-disciplinary entity focused on knowledge generation, global problem solving, skills development, and real-world applications. We will nurture academic success for a diverse population by creating engaged, inclusive learning environments that prepare students for productive personal and professional lives as global citizens. Through innovative, interdisciplinary research, creative activities, and mutually beneficial community partnerships, the college seeks to become a global leader in scholarship that addresses vexing social and environmental challenges and consequently enhances quality of life for all.
POSITION SUMMARY:
The Conference and Events Planner reports directly to the Events Manager and is responsible for coordinating, planning, facilitating, and executing multiple events and conferences for the College of Arts and Sciences departments, centers and institutes, and Dean's office.  This position serves as the primary liaison with internal units and external constituents, providing organizational leadership in developing, implementing, and overseeing conferences, workshops, events, and public functions. This work typically requires travel to conferences and event sites working evenings and weekends during conference and events.

RESPONSIBILITIES:
Events Planning:
Serves as the primary liaison with internal and external constituencies on all matters relating to events, conferences, as well as donor cultivation/stewardship events.  In addition to in-person events, will also plan and coordinate virtual events and hybrid events. Representing the college with respect to department activities on a local, regional and /or national basis.
Overseeing the overall planning, management, and execution surrounding all phases of the planning process (pre, during and post) including but not limited to researching vendors, managing registration, catering, securing venues, tracking budgets, event design, event logistics, hotel room blocks, transportation, running reports, etc. Handling basic A/V and technology at events as well as the set up and clean up at the events. Monitoring client approvals throughout the process.
Coordinates with venues (on and off campus) to adhere to venue policies and ensure compliance by all vendors.
Coordinate and communicate with event speakers (local and traveling) to ensure all preparations for their visit to USF and involvement at events at the college.
Continuation of Event Planning:
Oversees, coordinates, and manages activities of volunteers, staff, and students to include training, scheduling work allocation and problem resolution; employs motivational techniques to achieve peak productivity and performance.
Marketing/Communication:
Work with CAS Marketing/Communication team to develop necessary collateral (marketing assets) including invitations, signage, programs, QR Codes, landing pages, etc. as well as monitoring the client approval process.
Work with the technology team on setting up event landing pages and shortened URLs.
Develop and manage guest lists and provide donor demographics information to pull secure mailing lists.
Coordinate with the social media coordinator on publicizing public events.
Develop and maintain professional relationships with donors and prospects through networking at events and provide any necessary follow up
Budget:
Recommend and manage event budgets to ensure fiscal responsibilities for permissible expenditures, overseeing billing accuracy from vendors and coordinating with departmental accounting staff to ensure all vendors payments have been satisfied within a timely manner post event to keep positive vendor relations.
Adhering to USF guidelines and procedures when working with clients on budgets.
Perform other administrative and support duties as assigned
POSITION QUALIFICATIONS:
MINIMUM:
This position requires a Bachelor's degree in communication, marketing, public relations, hospitality management, business management, digital media, or related field, with two years of experience in related positions; or a Master's degree in the fields listed above; or an equivalent combination of related education and experience.
PREFERRED:
Certificate in Events Planning with two (2) or more years of event planning experience. Strong interpersonal and communication skills, attention to detail, multi-tasking and excellent planning and organization abilities.
 

Information for Applicants 

This position is subject to a Level 1 criminal background check.

Job Opening Number: 36967

Posting Date:  05/10/2024

Posting End Date: 05/24/2024

How To Apply 

Click on the Apply Now button.  When applying to an opening you will have the opportunity to upload a cover letter and resume.

Apply online by completing the required information and attaching your cover letter and resume. Please include your experience as it relates to the qualifications stated above.  YOUR COVER LETTER AND RESUME, PLUS ANY OTHER REQUESTED MATERIAL, MUST BE IN ONE ATTACHMENT. Only online applications are accepted for this position.

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To request an accommodation with the application or interview process, please contact Central Human Resources by telephone: 813-974-2970 or email [email protected] .

Equal Employment Opportunity 

USF is an equal opportunity, equal access academic institution that embraces diversity in the workplace.

The University of South Florida does not discriminate on the basis of sex and prohibits sexual harassment. Any person may report sex discrimination, including sexual harassment (whether or not the person reporting is the person alleged to be the victim of conduct that could constitute sex discrimination or sexual harassment), in person, by mail, by telephone, or by electronic mail, using the contact information listed for the Title IX Coordinator. Reports may be made at any time either online or directly to the University's Title IX Coordinator.

USF's Equal Opportunity Affirmative Action Statement .

Federal Rights

Applicants have rights under Federal Employment Laws: Family and Medical Leave Act (FMLA) , Equal Employment Opportunity (EEO) and Employee Polygraph Protection Act (EPPA) .

Work Location 

Campus map and location overview: USF - Tampa Campus

About USF 

The University of South Florida is a high-impact global research university dedicated to student success. Over the past 10 years, no other public university in the country has risen faster in U.S. News and World Report's national university rankings than USF. Serving more than 50,000 students on campuses in Tampa, St. Petersburg and Sarasota-Manatee, USF is designated as a Preeminent State Research University by the Florida Board of Governors, placing it in the most elite category among the state's 12 public universities. USF is a member of the American Athletic Conference.

Working at USF 

With more than 16,000 employees at USF, the University of South Florida is one of the largest employers in the Tampa Bay region.  At USF you will find opportunities to excel in a rich academic environment that fosters the development and advancement of our employees.  We believe in creating a talented, engaged and driven workforce through on-going development and career opportunities. We also offer a first class benefit package that includes medical, dental and life insurance plans, retirement plan options, tuition program and generous leave programs and more.

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