Events Planner

Coral Gables, Florida
May 18, 2017
Institution Type
Four-Year Institution
The University of Miami is considered among the top tier institutions of higher education in the U.S. for its academic excellence, superior medical care, and cutting-edge research. At the U, we are committed to attracting a talented workforce to support our common purpose of transforming lives through teaching, research, and service. Through our values of Diversity, Integrity, Responsibility, Excellence, Compassion, Creativity and Teamwork (DIRECCT) we strive to create an environment where everyone contributes in making UM a great place to work. We are one of the largest private employers in Miami-Dade County; home to more than 13,400 faculty and staff from all over the world.

The Events Planner is responsible for planning and executing assigned events in support of the University of Miami Institute for Advanced Study of the Americas. Events include, but are not limited to major symposia, high-level speakers series, research lunch series, receptions; and other events assigned by the Senior Manager, Business Operations. The Events Planner will assist in negotiating contracts with vendors, ensuring all are paid in a timely manner; identifying and working with a variety of on campus and external venues/facilities, equipment (backline needs), logistics, travel and lodging, assist with design and mailing of invitations, rsvp tracking, catering and decorating, event check-in and on-site troubleshooting, and other general office duties as needed. The Events Planner reports directly to the Senior Manager, Business Operations and works closely with the Schools and Colleges across the University of Miami to ensure well-coordinated logistics for UMIA events.

Duties and Responsibilities:
Event Planning, Production, and Management
• Works with the Senior Manager, Business Operations to develop clear strategies and objectives for each event.
• Directs the timeline of activities from inception to successful completion in consultation with the Senior Manager, Business Operations.
• Coordinates the organization and planning of all events by creating timelines, checklists, and itineraries for guest speakers, on-site vendors, production crew, and events team.
• Works with speakers to book all aspects of travel including flight, lodging, and ground transportation.
• Conducts research on speakers to determine their availability in speaking for UMIA.
• Coordinates the greeting of guest speakers and serves as contact person when speakers arrive on campus, should faculty member not be available.
• Attends and serves as the on-site lead and contact person for all key individuals/vendors involved in his/her assigned events.
• Negotiates estimates provided by vendors, manages vendor documents and contracts, and creates purchase requisitions and purchase orders.
• Coordinates signage, displays, special needs requests, printing, parking, valet, and event security as needed.
• Creates design and décor concepts for UMIA.
• Backs up the Senior Manager, Business Operations in his/her absence.
• Provides support for event set up and break down including transporting materials to and from site location.
• Debriefs/archives each event to include invitation lists, attendance lists, cost breakdowns, samples of printed materials and vendors.

Grant Writing/Corporate Fundraising
• Provides support to the Director, Research Support, for grant proposals and administration. This may include research, writing and editing, tracking, and other administrative work.
• Similar to the above, provides support to Senior Manager, Business Operations related to corporate funding.
• Participates in meetings and trainings required to perform tasks associated with grants and fundraising.

Marketing and Media
• Solicits and collects content, such as biographies, photos, repertoire, and concert descriptions from various faculty, staff, and guest speakers for UMIA print materials, which include brochures, program books, invitations, and flyers.
• Proofreads marketing materials for clarity, style consistency, spelling and grammar.
• Responsible for maintaining positive relationships and communication with faculty, staff, students, alumni, guest speakers, and outside vendors.
• With Communications Specialist, brainstorms marketing strategies for UMIA symposia including print ads, radio and television, email, social media, and web.

Financial/Office Management
• Monitors operational budget for UMIA events, anticipates cost of production, and provides budgetary analysis.
• Obtains approval and works closely with Senior Manager, Business Operations and Accountant.
• Manages multiple projects simultaneously from concept stage and kick-off meeting through proof review, ensuring completion within production deadlines.
• Coordinates own work flow and sets priorities, subject to general guidelines for completion and accuracy as determined by the Senior Manager, Business Operations.
• Schedules, coordinates, and creates agendas for meetings.
• Participates in staff meetings and training activities.
• Manages office appearance and orders supplies.
• Develops new file and organization practices.
• Serves as a resource to others regarding work, activities, and processes.
• Responds to telephone, email and in-person requests for event information.
• Other duties as assigned.

• Bachelor’s degree in Communications/Marketing/Business or related field.
• At least one year of relevant work experience is required. Interest in Latin America and the Caribbean is a plus.
• Proficient in Word, Excel, Power Point, and Outlook.
• Must be comfortable balancing multiple tasks with overlapping deadlines simultaneously in fast paced office environment.
• Excellent oral and written communications skills.
• Exceptional interpersonal skills.
• Outstanding customer service skills.
• Flexibility to work additional hours outside of regular business hours when necessary because position requires regular attendance at evening and weekend events.
• Candidate demonstrates the ability to work independently with minimal supervision.
• Bilingual in English and Spanish, a plus. Apply online. Position #: P100028389.

The University of Miami is home to some of the brightest minds in the world. We are committed to educating and nurturing students, creating knowledge, and providing service to our community and beyond. The University of Miami offers competitive salaries and a comprehensive benefits package including medical and dental benefits, tuition remission, vacation, paid holidays and much more. The University of Miami is an Equal Opportunity/Affirmative Action Employer. Come join us!