- Serve as the primary contact for all inquiries related to a diverse array of events, ensuring every detail is meticulously planned and executed.
- Collaborate with the OGE Administrator and Associate Dean to define the vision, objectives, and budget for various events, while in alignment with the College's strategic goals and enhance the graduate programs academic environment.
- Oversee the selection, coordination, and logistical planning for events.
- Lead on-site management efforts during events, proactively addressing any issues to ensure the successful execution and participant satisfaction of high-profile events like graduations and award ceremonies.
- Coordinate closely with departments within the College of Medicine to gather necessary information and materials for events, ensuring a cohesive and inclusive representation of departmental achievements and student honors.
- Works with other COM departments to compile department/student information for related events (i.e. awards, recipients, and other event information).
- Assist with design and oversee the distribution of marketing and communication materials for events, including digital platforms and print, to effectively promote events.
- Develop and maintain relationships with local businesses, industry partners and other related partners.
- Manage communications with stakeholders (i.e. students, faculty, staff, inside vendors, outside vendors, etc.)
- Responsible for event-related inventory, receiving and reviewing event contracts. Determines supplies to purchase or services needed.
- Provide staff direction and guidance on event policies, procedures, and task assignment.
- Provide guidance to students planning events regarding vendors, set up practices, and best processes.
- Assist with tracking and monitoring event budgets, expenses, and billing/payment processes.
- Obtain vendor proposals and quotes.
- Responsible for receiving, reviewing, and approving event invoices.
- Analyze and score vendor responses and pricing.
- Negotiate proposals and pricing with vendors.
- Complete/Submit all required documentation with Fiscal department.
- Reconcile invoices to purchase orders. Return unwanted goods for credit or replacement.
- Low-cost State Health Plans: Medical, Dental, and Vision Insurance
- Life and Disability Insurance
- Florida Retirement System Retirement Plans
- Paid Time Off (11 paid holidays, in addition to paid family, sick and vacation leave)
- Personal and Professional Development Opportunities (UF Training & Organization Development, LinkedIn Learning)
- Tuition Assistance (UF Employee Education Program)
- Public Service Loan Forgiveness (PSLF) Eligible Employer
- Event planning or project management experience.
- Ability to establish and maintain professional and effective working relationships with others.
- Ability to communicate and interact positively and effectively with the faculty, staff, student, trainees, and event speakers, and attendees.
- Ability to function autonomously.
- Ability to handle high volume of detail work with accuracy.
- Ability to manage multiple-competing projects or tasks simultaneously.
- Understand, interpret, and apply rules, regulations, policies, and procedures.
- Proficient with Microsoft Office suite Adobe programs.
- Cover letter
- Resume
- Contact information for three professional references
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Conference and Event Planner II - Gainesville, United States - InsideHigherEd
Description
Conference and Event Planner II - College of Medicine, Office of Graduate Education
Job No: 531718
Work Type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Construction/Design/Planning, Communications/Public Relations/Marketing
Department: MD-GRADUATE STUDENT PROGRAMS
Job Description
Classification Title:
Conference-Event Planner II
Job Description:
Join the UF College of Medicine's Office of Graduate Education as a Conference-Event Planner II. In this role, you will manage and execute a diverse range of academic and professional events, from graduations and seminars to workshops and award ceremonies. As the primary liaison for event-related inquiries, you'll coordinate logistics, select vendors, and ensure compliance with policies and budgets. You'll work closely with leadership, faculty, and external partners, demanding a high level of professionalism, organization, and communication. The ideal candidate will have extensive event planning expertise, a professional demeanor, and the ability to exercise independent and prudent judgment. This is an exciting opportunity to contribute to the vibrant academic environment at the UF College of Medicine while showcasing your event planning skills.
More About this Role
Event Planning
Event Administration
Event Procurement, Finance & Accounts Payable
We Offer Exceptional Benefits
The City of Gainesville
Discover Gainesville, Florida, home to the University of Florida College of Medicine, where modern attractions and natural beauty harmonize to create an exceptional living environment. Enjoy a low cost of living, no state income tax, outstanding public and private schools, and pleasant winters in a community that passionately supports Division I NCAA sports (Go Gators). Explore scenic bike trails, lively farmer's markets, and a thriving local brewery scene. Immerse yourself in over 30 miles of biking and hiking trails, encounter diverse wildlife in Florida State Parks, and experience thrilling adventures in freshwater springs. Gainesville's central location offers easy access to both the Gulf of Mexico and the Atlantic Ocean, providing stunning beaches, nature preserves, and world-renowned theme parks within a day's drive. Become part of our vibrant community, where the perfect blend of opportunities awaits.
Expected Salary:
$23 - $25 per hour
Minimum Requirements:
A bachelor's degree and two years of appropriate experience; or a high school diploma and six years of appropriate experience. Appropriate college coursework may substitute at an equivalent rate for the required experience.
Preferred Qualifications:
The ideal candidate will possess:
Special Instructions to Applicants:
To be considered, please submit an application with the following documents attached:
If an accommodation due to a disability is needed to apply for this position, please call or the Florida Relay System at TDD).
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required:
No.
Applications Close: 13 Jun 2024
To apply, visit
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Conference and Event Planner II professionals in Gainesville
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Eddlisa Burke-Thompson
Relabel Event Planner