Event Planner I - Educational Affairs - Operations

Job No: 536981

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

Categories: Health Care Administration/Support

Department: 29010701 - MD-ED AFFAIRS-OPERATIONS

Job Description:

The Event Planner I is responsible for planning, implementing, and executing all designated events within the division of Educational Affairs. Acting as the secondary point of contact, the incumbent collaborates closely with the Event Manager to coordinate logistics and oversee various aspects of special events, meetings, and conferences. Administrative related tasks encompass creating marketing materials and nurturing institutional relationships, while financial responsibilities involve budget tracking, invoice management, and vendor negotiations.

Additionally, the role extends to procurement, travel arrangements, and vendor registration/maintenance. The successful candidate is expected to bring an understanding of event planning and execution, backed by industry experience. The event planner must also exhibit a professional demeanor, maintain strict confidentiality regarding sensitive matters, and consistently exercise independent and prudent judgment.

About This Role:

• Serves as secondary contact for all Office of Educational Affairs major events, approved student-led activities, and event-related inquiries, and acts as primary point of contact in the Event Manager's absence to provide leadership and continuity.
• Meets with Event Manager to coordinate the logistics necessary to plan and execute special events, meetings, and conferences. This includes determining objectives, requirements, format, budget, and reviewing administrative procedures and event progress.
• Evaluates, selects and coordinates services for events, such as, accommodation and transportation for participants, facilities, audio-visual equipment, catering, signage, displays, accessibility requirements, printing and event security.
• Leads on-site coordination of event details to ensure satisfaction of participants and the successful execution of each event.
• Communicates effectively, professionally, and timely to manage and maintain relationships with internal and external stakeholders.

Administrative Duties

• Maintains and updates event-related documents, procedures, policies, outcomes, and feedback; ensures accuracy of the COM Event Database and organizes Event Team meetings and event storage.
• Designs and develops event programs, agendas, invitations, scripts, and related materials to ensure professional presentation and alignment with event goals.
• Evaluates, reviews, negotiates, and manages contracts and services for events.
• Maintains and tracks inventory of facility and departmental event equipment.
• Serves as a resource for COM Staff by providing guidance and direction on event policies and procedures.

Finance, Payables, and Procurement

• Tracks and monitors event budgets and expenses to ensure alignment with approved allocations.
• Negotiates pricing and terms with vendors, secures quotes, coordinates service details, and maintains strong professional relationships to ensure smooth event execution.
• Reviews and tracks event-related invoices, ensuring accuracy and timely payment while maintaining proper documentation for fiscal compliance.
• Completes vendor setup, collecting all required documents required for payment, responds to vendor inquiries and provides updates to fiscal staff as needed.
• Arrange and reconcile speaker travel arrangements and any miscellaneous expenses for reimbursement.

About the College of Medicine:

The University of Florida's College of Medicine is committed to advancing health through education, research, and patient care. With a focus on innovation and excellence, the college prepares future healthcare leaders through a rigorous curriculum that combines basic sciences with hands-on clinical experience. The College of Medicine emphasizes interdisciplinary collaboration and community engagement, fostering an environment where students, faculty, and staff work together to improve healthcare outcomes. The College is home to cutting-edge research initiatives and state-of-the-art facilities, providing an exceptional training ground for aspiring medical professionals. Dedicated to enhancing the health of diverse populations, the College of Medicine plays a pivotal role in shaping the future of medicine.

For more information about the College of Medicine and its programs, visit College of Medicine.

We Offer Exceptional Benefits:

• Low-cost State Health Plans: Medical, Dental, and Vision Insurance
• Life and Disability Insurance
• Generous Retirement Options to secure your future
• Comprehensive Paid Time Off Packages: (includes over 10 paid holidays, as well as paid family, sick and vacation leave)
• Exceptional Personal and Professional Development Opportunities: Access to UF Training & Organizational Development programs, leadership development, LinkedIn Learning, and more
• Tuition Assistance through the UF Employee Education Program
• Public Service Loan Forgiveness (PSLF) Eligible Employer

Expected Salary: $20.00 - $21.00 per hour; commensurate with education and experience.

Required Qualifications: A bachelor's degree; or a high school diploma and four years of appropriate experience. Appropriate college coursework may substitute at an equivalent rate for the required experience.

Preferred: The ideal candidate will possess: A degree in Hospitality/Tourism and/or Relevant Certifications (CMP, etc.) are preferred. Event planning or project management experience.

Special Instructions to Applicants: To be considered, please upload the following documents with your application: Cover Letter, Resume, Contact information for three professional references. This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran’s Preference Page for more specific information. If an accommodation due to a disability is needed to apply for this position, please call 352-392-2477 or the Florida Relay System at 800-955-8771 (TDD). Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Applications Close: 12 September 2025