Conference-Event Planner III

Location
Main Campus (Gainesville, FL)
Posted
Apr 08, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution

Job no: 516266
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Recreation/Event
Department:07990000 - HO-HOUSING CONF SVCS EXPENSES

Classification Title:

Conference-Event Planner III

Job Description:

Coordinates guest housing reservations, needs, and accommodations

  • Ensure comprehensive guest services including but not limited to processing of advanced reservations for individuals and groups; check-in of guests; guest check-out and collection of payments
  • Survey all apartments ensuring appropriate inventory of cooking supplies, furnishings, addressing linen requirement and upgrades for apartment spaces
  • Coordinate orders of supplies for as needed to refresh items and replenish supplies.
  • Prepare materials for check in and check outs of the spaces.
  • Communicate with internal units (e.g. Building Services, Maintenance, Residence Life), regarding guest housing
  • Coordinate access for guests such as keys, parking, and other items as needed
  • Manage occupancy for short-term and long-term spaces

Coordinate facility reservations, requests, and logistics for Summer Conferences

  • Coordinate with internal units (e.g. building services, maintenance, operations) for summer building usage
  • Determine summer occupancy for various spaces
  • Responsible for scheduling, coordinating, and planning event logistics for clients using spaces within Housing and Residence Life
  • Organize and conduct space tours and site visits with clients
  • Coordinate with UF departments regarding meeting spaces, transportation and parking, food service, and other support services for conferences and workshops
  • Coordinate with the Office of Youth Compliance Services to ensure compliance for all youth-oriented programming, conferences, and services
  • Coordinate pre/post-event walkthroughs, check-in/out process, present policies and procedures to event clients, and respond to clients’ needs as required
  • 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

Coordinate facility reservations, requests, and logistics for event spaces within Housing & Residence Life

  • Responsible for scheduling, coordinating, and planning event logistics for clients using spaces within Housing and Residence Life
  • Communicate with internal units (e.g. Building Services, Maintenance, Division IT), regarding events to ensure spaces are prepared for use
  • Organize and conduct space tours and site visits with 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
  • 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

Responsible for general office and administrative functions

  • Responsible for using computer-based software (Event Guru) 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 division marketing team to create and ensure standardized communications, marketing materials, and the website are up-to-date and aligned with the departments mission and goals
  • Serves 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

  • Recruit, hire, train, supervise, and schedule student staff for area in addition to being responsible for administrative functions related to employee time approval and reporting
  • 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 Affairs or University of Florida committees as needed

Expected Salary:

$42,500; commensurate with experience

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

Preferred Qualifications:

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
  • Experience with creating and presenting to a variety of groups, and group sizes

SKILLS

  • Proficient communication skills (verbal and written)
  • Demonstrated customer service skills
  • Demonstrated proficiency with computers and basic software applications (e.g. Microsoft Word, Excel, PowerPoint, and Outlook)
  • Experience with Event Management software (e.g. Event Guru)
  • Demonstrated interpersonal skills

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 and résumé.
  • Application must be submitted by 11:55 p.m. (ET) of the posting end date.
  • Posting is for 2 vacancies.

Health Assessment Required:

No

Advertised: 07 Apr 2021 Eastern Daylight Time
Applications close: 28 Apr 2021 Eastern Daylight Time

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