Conference and Events Planner

$47,080 - $58,849/Yr

University of South Florida - Tampa, FL

Full-time - Entry Level

Hybrid - Tampa, FL

1,001-5,000 employees

Educational Services

About the position

The University of South Florida (USF) is seeking a Conference and Events Planner to join the USF Research & Innovation (USFRI) team. This position plays a crucial role in the planning and execution of various educational and research-related events that align with the university's strategic goals. The USFRI is responsible for overseeing the university's research enterprise, promoting research initiatives, and facilitating partnerships that enhance faculty and student engagement in research activities. The Conference and Events Planner will report directly to the USFRI Director of Operations and will serve as the primary liaison between internal units and external stakeholders. In this role, the Conference and Events Planner will independently manage the planning, scheduling, and implementation of conferences, workshops, seminars, webinars, and other special events. This includes coordinating all logistical aspects of events, such as registration, catering, lodging, IT support, vendor management, and transportation. The planner will also oversee the activities of volunteers and staff involved in event execution, ensuring that all aspects of the events run smoothly and efficiently. The position requires a proactive approach to evaluating and reporting on events, as well as participating in budget development and monitoring fiscal responsibilities related to event planning. The Conference and Events Planner will also collaborate with other members of the USFRI team to create marketing and communication strategies for events, including the development of promotional materials. This role is essential in fostering a diverse and inclusive community for learning and discovery at USF, and in enhancing the university's engagement with the broader community.

Responsibilities

• Serves as primary liaison with internal and external constituencies on all matters relating to program activities.
• Coordinates event planning efforts with sponsoring members of USFRI, USF colleges, departments, centers, institutes, and/or the external community as appropriate.
• Plans, schedules, and monitors all logistical activities for special events, including arrangements for registration, facilities, meals/catering, lodging, IT, vendors, volunteers, transportation and tours, and oversees/manages events on site.
• Evaluates and reports on events.
• Oversees and coordinates the activities of volunteers, staff, and students to include training, scheduling, work allocation, and problem resolution.
• Participates in budget development and reporting for special events.
• Secures bids and negotiates contracts with event sites; monitors and evaluates contract performance.
• Monitors fiscal event planning for permissible expenditures, oversees billing accuracy from vendors and coordinates invoice processing.
• Collaborates with other members of USFRI to develop marketing and communications plans related to events, and related marketing materials, brochures and flyers for meetings and conferences.
• Performs other duties as assigned.

Requirements

• Bachelor's degree and four years of research or research administration experience; a Master's degree may substitute for two years of the required experience.
• Experience in a public research university or comparable institution is preferred.
• Advanced knowledge of federal agency guidelines and regulations is preferred.
• Participation in professional organizations is preferred.
• Experience training and mentoring is preferred.
• Ability to utilize University Enterprise Systems (FAST, GEMS, and Banner) for basic data validation/gathering is preferred.