Event Planner I - Educational Affairs - Operations

The University of Florida College of Medicine, located at its Main Campus in Gainesville, FL, is a prestigious institution committed to advancing health through exceptional education, groundbreaking research, and compassionate patient care. As part of a leading public university, the College of Medicine prepares the next generation of healthcare leaders by integrating rigorous academic programs with practical clinical experience. The college fosters a culture of interdisciplinary collaboration and actively engages with the community to improve healthcare outcomes in diverse populations. With state-of-the-art facilities and innovative research initiatives, the College provides a stimulating and supportive environment for its students, faculty, and staff to excel. The College's Department of MD-ED Affairs-Operations is currently seeking a highly motivated and experienced Conference/Event Planner I to join their team. This full-time staff position plays a critical role in the planning, implementation, and execution of all designated events within the division of Educational Affairs. The Event Planner I works closely with the Event Manager, acting as the secondary point of contact to ensure seamless coordination of logistics for special events, conferences, and meetings. This position requires a detail-oriented professional who can efficiently handle administrative tasks such as developing marketing materials and managing institutional relationships, while also overseeing financial responsibilities like budget tracking, invoice processing, and vendor negotiations. Responsibility extends across procurement, travel arrangements, and vendor registration and maintenance, requiring comprehensive knowledge of event management best practices. The ideal candidate brings relevant industry experience, professional judgment, and the capacity to maintain confidentiality in sensitive matters. They must exhibit a strong professional demeanor and the ability to work independently to deliver successful event outcomes. Compensation for this role ranges from $20.00 to $21.00 per hour, commensurate with education and experience. In this role, the Event Planner I serves as a secondary contact for all major events of the Office of Educational Affairs, including approved student-led activities, ensuring leadership continuity in the absence of the Event Manager. Collaborative coordination involves working closely with the Event Manager to define event objectives, logistics, budget, and administrative procedures. The Event Planner I evaluates and selects essential services such as accommodations, transportation, facilities, audiovisual equipment, catering, and security to guarantee high participant satisfaction. Administrative responsibilities include maintaining accurate event documentation and databases, designing event programs and marketing materials, managing contracts, and tracking departmental event equipment inventory. This role functions as a key resource for the College of Medicine staff, providing guidance on event policies and procedural matters. Financial duties entail rigorous budget monitoring, vendor negotiations, invoice verification, and fiscal compliance documentation. The planner arranges and reconciles speaker travel and miscellaneous expenses, ensuring smooth and fiscally responsible event operations. Joining the University of Florida College of Medicine offers exceptional benefits, including comprehensive health plans, retirement options, tuition assistance, and ample professional development opportunities. The College values diversity, innovation, and excellence, and this position offers a meaningful opportunity to contribute to its mission of shaping the future of medicine through exemplary educational experiences and outstanding event management.

• A bachelor’s degree or high school diploma with four years of appropriate experience
• appropriate college coursework may substitute at an equivalent rate for required experience
• ability to communicate effectively and professionally
• proven skills in event coordination and logistics
• capability to manage budgets and vendor relationships
• experience working in educational or healthcare event settings preferred