Conference-Event Planner I

Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=531697&lJobSourceTypeID=796&sLanguage=en-us) Job no: 531697

Work type: Staff Full-Time

Location: In the State of Florida

Categories: Recreation/Event Services, Veteran's Preference Eligible

Department: 60013804 - AG-CONFERENCES / INSTITUTES

Classification Title:

Conference-Event Planner I

Job Description:

The primary role of this position is to serve as program coordinator for small to medium-sized conferences, workshops, seminars, institutes and other educational programs co-sponsored by any IFAS faculty member, to promote the use of conferences and short courses as a technique in extending education throughout the state, nationally and globally and to serve as a resource person, adviser, and to assist planning committees in reaching their educational objectives.

• Provide coordination and support for organizing programs as assigned by the director. Consult with customers to determine objectives and requirements for events. Recommend appropriate venue options based on the scope and specifications of the event. Plan and develop programs, agendas, budgets, and services according to customer requirements. Assist conference coordinators with obtaining price quotes for conferences. Evaluate, select, and coordinate services for events, such as accommodation and transportation for participants, audio-visual equipment, catering, signage, displays, special needs requirements, printing and event security. Schedule facilities and develop menus for meal functions in conjunction with conferences. Arrange for transportation, tours and supplementary activities for conferences and events. Track and monitor event expenses; may oversee event billing and payment processes. Assist with reconciling budgets to close conference programs

• Publicize conferences to potential participants. Assist with preparing, printing and mailing programs, fliers and other literature necessary in promoting conferences. Assist with design and implement efforts to publicize and promote sponsorships. Collaborates with web designer to produce custom conference web sites and/or virtual platforms.

• Develop and produce abstract books

• Provide on-site assistance at conferences to help ensure all arrangements are being conducted according to plan. Monitors event activities to ensure satisfaction of participants and resolves any problems that arise. This often requires extensive out-of-town travel and overnight stays and requires driving a state (or personal) vehicle.

Expected Salary:

$23.00 per hour, commensurate with education and experience.

Minimum Requirements:

Bachelor degree; or a high school diploma and four years of relevant experience. Appropriate college coursework may substitute at an equivalent rate for the required experience.

Must have a valid driver’s license.

Must be able to travel and work onsite at out-of-town conferences and events.

Must be physically able to handle all strenuous aspects of coordinating conference activities including heavy lifting, onsite monitoring of meeting rooms and networking functions, transportation and set-up of items such as audio-visual equipment, computers and printers, posters and exhibits. Must possess a keen mind for details, be dependable, trustworthy, flexible, and cooperative

Preferred Qualifications:

Have a positive attitude, be eager to learn and get along well with others.

Be a collaborative, team player who can also be self-directed and work independently.

Be able to communicate professionally and effectively both verbally and in writing.

Possess a sense of urgency and time management skills to use your time effectively and productively.

Be proficient in the use of Microsoft Suite (excel, word, PowerPoint, and Outlook).

Be comfortable working on multiple projects simultaneously.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume. You may also include a writing sample and 3 references. A background check is required.

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

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See ourVeteran's Preference Page (https://jobs.ufl.edu/applicant-resources/veterans/) for more specific information.

Health Assessment Required:No

Advertised: 14 Jun 2024 Eastern Daylight Time

Applications close: 24 Jun 2024 Eastern Daylight Time