Classification Title:

Conference-Event Planner II

Job Description:

Are you a highly organized and detail-oriented professional with a passion for event planning and coordination? The University of Florida College of Nursing is seeking a dynamic and experienced Event Administration Coordinator to join our team!

In this crucial role, you will be responsible for overseeing the planning, execution, and coordination of various events and initiatives within the Student Affairs department. From large-scale conferences and seminars to intimate gatherings and student-focused activities, you will ensure seamless operations and exceptional experiences for all attendees. 

Job duties include, but are not limited to: 

Event Coordination

Responsible for planning, coordinating, marketing and executing reoccurring, annual and special events, including but not limited to Dorothy M. Smith Nursing Leadership Conference and Special Guests & Leadership Awards Dinner, Kobb Informatics Symposium, Kobb Special Guests Dinner, Pinning and Recognition Ceremony, White Coat Ceremony, Career Fair, Alumni Reunion, Research Summit, Faculty and Staff Awards Celebration(s), Donor Recognition Event, Gator Nurse Gatherings, Strategic Planning events, Dean special events, Community Impact Initiatives, and more. Serves as the primary on-site representative during these events. Works with college leadership and various departments to coordinate event logistics. Uses strategic planning and decision-making for meeting and conference planning logistics. Travel to events to oversee and direct on-site execution including set-up and tear-down. Works cooperatively and productively with the various departments within the college as the events team collaborates with each department of the college to plan and execute programs that will advance the mission of the college.

Communication/Marketing and Contract Management

In collaboration of the Communications Office, will utilize graphic design knowledge to create and disburse marketing and communication materials for all College of Nursing events. With Communications Office, coordinates sponsorship opportunities at national and state conferences, including management of promotional products and materials. Travel to attend as college representative for recruitment and marketing exhibit booths. Maintain alignment with the policies of all operating partners, such as the CON Fiscal Office, UF Procurement Office, UF Physical Plant Office, UF Transportation and Parking Services, UF Police Department and UF Foundation. Process event contracts by working with the UF Procurement office and UF Foundation Establish and maintain vendor communications and relationships. Ensure UF and UF Health branding and style are adhered to on all event communications and materials.

Fiscal Processing

Manage the fiscal operations for each event. Acquire appropriate fund owner approval and fund codes for expenses. Complete all required fiscal forms for purchasing and travel. Assure that back-up for all Pcard, purchasing, travel, and other fiscal documentation is submitted timely and accurately to comply with UF & CON guidelines and prevent unnecessary delays in processing and payments. Have enhanced knowledge of College’s policies and procedures regarding expenses, budgets and purchases. Maintain the budget sheets and process incoming invoices. When needed and appropriate, in advance of event, obtain approval and/or exception for budget to exceed existing budgetary maximums from CON and/or UF Foundation.

Administrative Tasks

Responsible to the development and maintenance of the college annual event calendar in coordination with Dean’s Office and applicable departments of the college. Develop an evaluation process for each event Develop and disseminate event impact reports to the Dean monthly or as directed by the Dean File and organize contracts and event schedules Proficiently use Excel, PowerPoint, Word, Canva and Publisher Expected Salary:

$23.95 to $30.17 hourly

Minimum Requirements:

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

Valid driver’s license is required

Preferred Qualifications:

- Experience with contract negotiation, and event planning
- Experience processing invoices
- Some experience in graphic design for invitations and E-blast
- Experience with Microsoft Word, Excel, PowerPoint, Outlook, floor plan design, and event scheduling
- Strong customer service skills
- Strong written and oral communication skills
- Should be able to plan and execute a high volume of meetings and events, and projects
- Excellent communication, problem-solving, and organization skills

Special Instructions to Applicants:

Interested candidates must submit a cover letter, resume and three professional references. Applications 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 our Veteran's Preference Page for more specific information.

The University of Florida College of Nursing is committed to fostering and maintaining an inclusive culture that respects the rights and dignity of each individual, without regard to race, color, national origin, ancestry, caste, religious creed, sex, gender identity, sexual orientation, gender expression, height, weight, marital status, disability, medical condition, age, or veteran status. The University of Florida is an Equal Opportunity/ Affirmative Action institution dedicated to building a broadly diverse and inclusive faculty and staff.

If an accommodation due to a disability is needed to apply for this position, please call 352/392-2477 or the Florida Relay System at 800/955-8771 (TDD). Hiring is contingent upon eligibility to work in the US. Searches are conducted in accordance with Florida's Sunshine Law.

Health Assessment Required: No