Conference-Event Planner I - University of Florida

Event Coordination:
Maintain reservation calendars and manage Straughn Center events through event management tool. Coordinates event logistics with UF clients and non-UF clients, which may include seeking support of various UF department resources such as: UF Police Department, Parking & Transportation Services, A/V, IT, Facility Services, Business Affairs and Catering Services. Coordinate event set-up and equipment rental with Facility Services or other vendors.  Make audio visual and video conferencing arrangements.  Arrange access to the facility and via key sign-out procedures. Work in cooperation with supervisor to resolve scheduling conflicts. Responsible for upholding all university, state, and federal regulations for programs, activities, and events. Maintain a list of Approved vendors.

Conferencing:
Provide support to the supervisor in planning, coordinating, and executing conferences, and other Extension functions. Expected to be highly organized, and detail oriented. Should have a basic understanding of event logistics, such as venue selection, contract negotiations, catering, audio/visual needs, transportation, and accommodations. Serve as contact during events, assisting with setup, execution, and tear-down. Communicate with internal teams, vendors, and partners to ensure seamless event operations.  Track and review the performance of events and prepare post-event reports including attendance, leads and costs to measure overall effectiveness and value.

Communication:
Communicate with Prospective/Current Clients and Visitors/Administrative personnel. Market the facility to prospective clients. Provide tours of the facility. Maintain communication tools such as the facility website and brochures, rental information handouts, room layout diagrams, parking instructions, and reservation paperwork. Maintain website resources to include but not be limited to internal and external resources for clients. Adhere to all established goals and objectives of the facility and the University. Assist clients with event planning. Provide A/V assistance and support to clients as needed during events. Work in cooperation with the ASO DIR, Finance to invoice post events and maintain financial records.

Building Maintenance:
Assist with monitoring the facility’s internal and external appearance and upkeep. Responsible for ensuring facilities are well-kept by working in conjunction with IFAS Facility Services to schedule and perform preventative maintenance. Schedule custodial and maintenance services as needed, to ensure facility functionality, comfort, safety, and efficiency.  Submit work orders for repair and maintenance when necessary. Monitor and manage supplies and equipment.  Ensure facility contributes to the University’s attainment of sustainability goals.  Ensure facility security every day and after each event.

Emergency Management / Other duties as Assigned:
Serve as a liaison for the facility to UF Emergency Management and public safety officials in emergencies. Responsible for relaying pertinent information sent by public safety officials through email communications and recommended trainings to area of responsibility. Responsible for maintaining the facilities AED machine. Serve as the Facility’s Key Master. Other duties as assigned.

Bachelor’s 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.

Demonstrated organizational skills. 

Demonstrated written and oral communication skills. 

Ability to use computer and relevant software. 

Website skills, including proficiency with T4 web software, email, and social media.

Excellent customer service skills required to market the facility to prospective internal and external clients.

The individual is expected to occasionally work independently and cooperatively with others. Regular communication with the supervisor and others regarding the status of current activities is essential for effective coordination of duties.

NORMAL WORK SCHEDULE:

Demonstrate commitment to contributing to a respectful and caring community for all.

Required to revise reservation and rental policies based on supervisor's recommendations/interpretations of UF regulations and guidance from the Dean of Extension and an advisory committee as well as appropriate UF departments including General Counsel.

Provide assistance to prospective clients, visitors and facility workers. Work in cooperation with numerous internal and external organizations including but not limited to: IFAS Facilities Planning and Operations, building construction and contractor staff, Facility Services Division, external custodial staff, internal and external Audio Visual and Information Technology professionals, Transportation and Parking Services, Environmental Health and Safety, IFAS Communications, General Counsel and Purchasing.

Responsible for determining event fees and creation of event invoicing.

Maintain communication tools such as the facility website, social media account, brochures, rental information handouts, room layout diagrams, parking instructions and reservation paperwork. This position requires an individual to be quick thinking and able to problem solve.