Job Description

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:

Management of guest and intern housing operations

• Ensure comprehensive guest services including but not limited to processing of advanced reservations for individuals and groups, check-in/out, and collection of payments
• Prepare materials and coordinate pre/post reservation walkthroughs, check-in/out process, review of policies and procedures and respond to clients’ needs
• Organize and conduct space tours and site visits with clients
• Survey all apartments/housing ensuring appropriate inventory of supplies, furnishings, linen requirement and upgrades for spaces
• Coordinate orders of supplies as needed to refresh or replenish items in guest or conference housing
• Lead coordination efforts with internal units to facilitate the timely preparation and turnover of spaces
• Manage occupancy for short-term and long-term reservable spaces
• Determine summer occupancy for various departmental reservable spaces
• Coordinate with the UF Compliance and Ethics to ensure compliance for all youth-oriented programming, conferences, and services

Event Services and reservable space management

• Oversee reservation workflows for events and reservable spaces, including advanced bookings, arrival/departure procedures, and payment processing
• Responsible coordinating and planning event logistics for clients using spaces within Housing and Residence Life including but not limited to: conducting site visits, coordinating access, food service and parking, and other support services for conferences and workshops
• Conduct weekly space inventory ensuring all equipment, technology, and furnishings are present and in good condition; maintain inventory logs; ensure organization and cleanliness of all storage spaces
• Lead coordination efforts with internal units to facilitate timely turnover of spaces
• Coordinate billing for reservable spaces and events, including issuing invoices and timely payment from clients
• Responsible for on-site event management for designated events: manage crowd control procedures; monitor maximum room capacity requirements ensuring maximum capacity is not exceeded; interpret and ensure compliance with university/department policies as needed; implement emergency action procedures as needed

Responsible for general office and administrative functions

• Responsible for using computer-based software to provide comprehensive event services such as determining space availability, creating space reservations, coordinating equipment needs, housing reservations for groups, and invoicing.
• Manage and maintain occupancy management for various spaces with Housing & Residence Life
• Communicate actively with clients regarding guest housing, summer conferences, and event bookings
• Review event related documents submitted by designated organization sponsor; approve, deny, or request modification to documents based on applicable guidelines and other relevant considerations
• Prepare agreements for summer conferences, event spaces, and guest housing
• Maintain templates for agreements, confirmations, invoices, proposals
• Responsible for client billing, payment of vendors’ invoices, dispute resolutions with clients and vendors, and confirmation of vendor services.
• Ensure appropriate record keeping of occupancy, expenses, income, revenue projections and other financial related functions
• Prepare and analyze reports, review conference group and client history, and analyze economic and industry trends and environment
• Collaborate with departmental marketing and strategic communications to create and ensure standardized communications and marketing materials are current and aligned with the department needs
• Serve in a weekly after hours on call rotation to respond to emergencies and crisis situations for conference services programs

Management of student staff for scheduled conferences and events including on-site event management as required

• Provide leadership in establishing goals, work priorities, and outcomes
• Supervise staff and manage administrative functions including Human Resource compliance, payroll approval, and performance review processes.
• Plan and manage the staff at large-scale event operations including establishing work priorities and workflow; develop goals relevant to the area and provide direction and leadership for goal accomplishment.
• Plan and implement job training programs for employees on operation, safety, crowd control, customer service, and related topics
• Establish and implement comprehensive policies and operational procedures for work quality standards for event staff
• Provide on-site event management for large scale events and conferences, as required

Develop reports, handle special projects, tasks, and other duties as assigned

• Serve on Division of Student Life or University of Florida committees as needed 

Expected Salary:

$45,000 annually; In addition, the University of Florida offers a very competitive benefits package.  Learn more by visiting: https://hr.ufl.edu/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:

KNOWLEDGE

• Bachelor’s degree in business administration, event management, hospitality management, or equivalent
• Three (3) years of experience with conference service operations, event management, or hospitality management
• Knowledge of occupancy management and managing multiple reservations at one time
• Demonstrated knowledge of event planning, logistics, and on-site event management
• Knowledge of UF campus facilities, space reservation policies and procedures

SKILLS

• Strong written and verbal communication skills, demonstrated customer service experience, and the ability to create and present to groups of varying sizes
• Demonstrated proficiency with computers and basic software applications (e.g. Microsoft Word, Excel, PowerPoint, and Outlook)
• Experience with Event Management software

ABILITIES

• Ability to manage and provide supervision to student staff
• Ability to remain organized and organize processes
• Ability to work collaboratively with team, clients, and vendors
• Demonstrated ability to handle high volume of detail work with accuracy and handle multiple projects or tasks simultaneously
• Demonstrated ability to function effectively in a fast-paced environment with frequent interruptions
• Demonstrated ability to understand, interpret, and apply rules, regulations, policies, and procedures 

Special Instructions to Applicants:

• In order to be considered, you must upload your cover letter, résumé, and professional references. 
• Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required:No

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