Conference-Event Planner III

Gainesville, FL, USA|Onsite

Job Overview

Employment Type

Full-time

Compensation

Salary

Range $55,000.00 - $60,000.00

Work Schedule

Standard Hours

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Professional development opportunities

Paid holidays

Flexible work schedule

Job Description

The University of Florida (UF) is a prestigious public research university located in Gainesville, Florida. Renowned for its commitment to excellence in education, research, and community engagement, UF fosters an innovative and collaborative environment that supports academic and professional growth. The university is home to a diverse student and faculty body dedicated to making a positive impact locally and globally. UF's Office of Professional and Workforce Development (OPWD) plays a critical role in bridging professional learning and workforce advancement by offering robust programs and events that serve the university community and beyond.

Within this dynamic setting, the OPWD Conference Department is seeking a Conference-Event Planner III to join its experienced team. This full-time staff role is based at the university’s main campus in Gainesville, FL, and offers an annual salary range between $55,000 and $60,000. The position is essential to managing the planning and execution of a wide array of university events, including academic conferences, workshops, meetings, and special gatherings. The Conference-Event Planner III will work closely with faculty, university staff, and external partners to ensure exceptional event experiences that align with university policies and standards.

The successful candidate will be responsible for managing comprehensive event logistics—from venue selection, budgeting, scheduling, and vendor coordination to marketing efforts and post-event evaluation. They will oversee registration, guest management, catering, audiovisual needs, and health and safety compliance. A key function of this role is collaboration, requiring strong communication skills to liaise effectively with various stakeholders such as speakers, panelists, internal departments, and vendors. Additionally, this position calls for meticulous attention to financial details including budget development, expense tracking, and invoice processing, along with identifying opportunities to reduce costs without compromising quality.

This role offers an exciting and challenging opportunity for an organized, detail-oriented individual passionate about event management and facilitating meaningful connections within the academic environment. It also requires adaptability and the ability to thrive in a dynamic, fast-paced workplace where priorities may shift. As an integral member of the Conference Department, the Event Planner will contribute significantly to enhancing the university’s reputation and the professional development of its community members through expertly coordinated events. The position demands creativity, professionalism, and a commitment to excellence that reflects the values of the University of Florida and the Office of Professional and Workforce Development.

Candidates interested in applying must submit a cover letter and resume for review. The university values diversity and inclusivity and encourages all qualified individuals to apply. This position will remain open until filled, with applications reviewed on a rolling basis starting immediately.

Job 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
ability to plan, coordinate, and execute complex university events
strong communication skills for liaising with internal and external stakeholders
proficiency in budgeting and financial tracking
experience with marketing and event promotion
attention to detail and organizational skills
ability to comply with university policies and safety regulations

Job 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
knowledge of University of Florida procedures
experience in Microsoft Office
four years of experience in event or meeting planning
strong organizational skills
excellent communication and interpersonal abilities
proven ability to manage multiple projects simultaneously

Job Duties

Plan, coordinate, and execute university meetings, conferences, workshops, and special events
develop timelines, task lists, and action plans while managing logistics, including venues, catering, technology, and AV needs
oversee event registration, guest lists, and attendance tracking
serve as the primary liaison between internal departments, faculty, and external vendors, securing contracts and managing service providers
communicate with speakers, panelists, and presenters to ensure smooth program execution
develop and monitor budgets, track expenses, process invoices, and identify cost-saving opportunities
ensure compliance with university policies, health and safety regulations, and accessibility standards while optimizing the guest experience
coordinate event promotions, invitations, and communications via email, social media, and university channels
develop and distribute event materials, such as programs, signage, and name badges
work with marketing and communications teams to enhance event visibility
collect feedback from attendees and stakeholders
analyze event success, attendance metrics, and areas for improvement
responsible for fiscal reconciliation and close out of events
prepare reports and recommendations for future events
perform other duties as assigned