Event Planner III

Classification Title:

Conference Event Planner III

Classification 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

Job Description:

The College of Dentistry is seeking an experienced Event Planner to provide support in planning, coordinating, and executing events showcasing the UF College of Dentistry. This position is responsible for taking a systematic and project management approach to translate the vision and needs of leadership and execute high-quality, comprehensive events. This position will provide full-service planning and day of coordination for the College of Dentistry from small events to large events. The successful candidate will possess excellent communication, logistical, and interpersonal skills, with the ability to work effectively with faculty, staff, students, vendors, and stakeholders. This role requires a high degree of organizational skills, attention to detail, and the ability to manage multiple tasks and priorities. This position will work primarily on college level events in the Dean’s Office and events for the Office of Student Affairs & Involvement. Event planning may also include support of high-level events for centers, offices and departments within the college.

Event Coordination and Management

This position will work collaboratively across the college as well as with external vendors to plan events, gather and synthesize event related information, prepare event documentation and work plans, and communicate information related to events.

• College Events Lead: Responsible for planning, coordinating, and executing various annual events such as Commencement, Professional Coating Ceremony, Senior Awards Banquet, Faculty Retreat, Staff Retreat, UF Campaign for Charities social, Service Pin Ceremony, and Holiday Tea. Additional college level events include accreditation site visits, mock site visits, anniversary/milestone events, and other external stakeholder events. Serves as the primary on-site representative during these events. Works cooperatively and productively with various stakeholders in multiple departments and with leaders in the college to plan and execute programs to advance the mission of the college. Oversees and directs on-site execution including set-up and breakdown.
• Event Support: Serves as the college point of contact and provides guidance and consultation for student-run events such as Orientation, Career Fair, Student Organizations Fair, Donor Ceremony, Friends & Family Day, Student Affairs Winter Holiday Party, Bi-Cuspid Ball, Senior Portraits, Clinical Associates Reveal , Curriculum retreats, etc. Additionally, provides guidance for Alumni and Advancement events such as Dental Fall Weekend, Gator 100, 40 Gators Under 40, Dean’s Leadership Council meetings, Continuing Education events, and other fundraising events.
• Meets with college stakeholders to conduct initial event needs assessments to: identify additional stakeholders to be included, review expectations, and discuss initial event plans for further discussion. Responsible for planning logistics including oversight of event set-up and design, coordinating the execution of tasks, and managing the flow of activities through event timelines. Responsible for coordinating logistics of vendor arrivals and deliveries, troubleshooting issues, and creating solutions to resolve issues as they arise.
• Project Management: Identifies and engages stakeholders and project team members in the planning process, sets agendas for discussion, leads planning meetings, and coordinates the assignment and completion of tasks. Coordinates institutional approvals related to the event, ensuring compliance with relevant regulations, University policies, health and safety obligations, and other factors.
• Leads ongoing event related meetings, providing regular updates to stakeholders and managing the tracking and completion of delegated assignments. Oversees the coordination and scheduling of meeting rooms and facilities to accommodate organizational needs.
• Analyzes provided budgets, identifying cost-savings and mismatches of expectations and resources, working with stakeholders and the Chief of Staff to resolve issues.
• Researches, sources, and negotiates with vendors and suppliers, involving the Chief of Staff and Executive Director in the review and execution of contracts as necessary. Coordinates the selection and payment of vendors, venues, and other related activities, ensuring institutional compliance and availability of budget.
• Attends events to aid and provide insight on management of volunteers, staff, and students and the overall success of the event.
• Manages event supplies (linens, signage, swag, etc.), resources, inventory, and storage.
• Collaborates with other event planners throughout the Academic Health Center and the University to remain informed about emerging trends, policy updates, and other key developments.

Communication and Contract Management

• Collaborates with the college Communications Department to create and disburse marketing and communication materials for all College of Dentistry events with utilization of basic graphic design software, such as Canva.
• Processes event contracts by working with the UF Procurement office. Establish and maintain vendor communications and relationships.
• Provides insight and recommendations on maintaining and updating the operations and procedure manual for the events office, which will align with the policies of all operating partners such as the UF Procurement Office, UF Facilities, UF Transportation and Parking Services, IT, UF Business Affairs, and UF Police Department.

Fiscal Processing

• Works directly with appropriate stakeholders to manage the fiscal operations for each event.
• Consolidates and provides required information for all P-card purchases, invoices and travel expenses. Enhanced knowledge of UF and the College’s policies and procedures regarding expenses, budgets, and purchases. Maintains events budget sheets and process incoming invoices.
• Completes all required fiscal forms for event purchasing and travel. Ensures that all P-card, purchasing, travel, and other fiscal documentation are submitted timely and accurately to comply with UF & College of Dentistry guidelines and prevent unnecessary delays in processing and payments.

Administrative Tasks

• Development of procedures, guidelines, forms, and best practices to assist with event organization and implementation.
• Manages events calendar for the UF College of Dentistry.
• Maintains and organizes a shared email inbox/shared drive for ease of access to relevant event information.
• Maintains organization of current and historical files inclusive of event contracts and schedules, attendance, materials used, processes implemented, contacts within the shared drive.

Other Duties as Assigned

Expected Salary:

$50,000 - $60,000 annually; commensurate with education and experience

Benefits:

The University of Florida offers low-cost State Health plans, a number of Dental plans to fit you and your family’s needs, and Vision. Domestic partner coverage through GatorCare is also available. Optional plans such as life, disability, legal and accident insurance are also available.

Build your retirement roadmap with competitive pension plans, investment accounts and a host of voluntary add-ons, such as 457 deferred compensation and 403(b) plans.

UF provides a variety of leave programs including vacation, sick leave, 11 paid holidays, personal leave days, and family medical leave. TEAMS employees accrue approximately 22 vacation days annually, 13 sick days annually, and 4 personal leave days, typically used during the holiday closing period (accruals based on full-time employment). UF also provides you the flexibility to deal with life’s challenges by offering paid family leave, eight full weeks of leave over a 24-month period.

UF Employees are also eligible for the GatorPerks discount program, which provides big savings at various businesses and retailers!

Explore UF’s plethora of benefit options here: TEAMS Benefits

Required Qualifications:

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:

• Experience in complex, executive conference and event planning with excellent organizational skills and flexibility to adapt events on site. Preferred qualifications include managing/planning events including commencement and white coat ceremonies.
• Experience with University procurement policies and practices and effective vendor management, to include contract negotiations. Experience processing invoices.
• Experience with planning, executing and evaluating programs, meetings and conferences successfully, including vendor selection, site selection, contracting and budgeting.
• Significant experience in event project management, with the ability to manage details of multiple and complex projects with firm schedules and competing deadlines.
• Ability to develop and implement innovative and creative approaches to seminal events.
• Demonstrated ability to establish and maintain effective working relationships with stakeholders and critical staff, both internally and externally, through a variety of communication mediums and venues.
• Forward-thinking mentality, actively seeking opportunities and proposing creative solutions with strong decision-making capability.
• Experience in graphic design (Canva) for invitations, email marketing, and general event needs.
• Experience with MS Office Suite, Smartsheet, Cvent, floor plan design, and event scheduling.
• Strong customer service skills, written and oral communication skills.
• Must be able to plan and execute a high volume of meetings and events, and projects.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required:No