Conference-Event Manager I

Conference-Event Manager I

Job No: 532023
Work Type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Recreation/Event Services, Humanities
Department: 57301000 - HC-HAMILTON CENTER ADMIN

Job Description

Classification Title:

Conference-Event Manager I

Job Description:

• Works closely with the Associate Director, Director, and other Hamilton Center senior leadership, to plan, organize and execute varying events.
• Serves as primary point of contact for senior scholars, policy professionals, authors, and other eminent public figures who will be visiting campus as guest speakers.
• Initiates contact, and manages communication with, relevant organizations, other campus organizations, and/or private groups/individuals, regarding event possibilities for the Hamilton Center such as guest speakers, educational tours, seminars, conferences, meetings, etc.
• Manages travel bookings and creates and manages itineraries for visiting guest speakers and conference participants. Manages payment of speaker honoraria and travel expense reimbursements.
• Researches and arranges appropriate facilities or venues and develops event floorplans, curates catering menus, selects vendors, arranges transportation, ensures audio-visual equipment or IT needs, determines decor, and handles all other relevant event logistics.
• Develops partnerships with other organizations in the United States and internationally, including other universities, think-tanks, research and policy organizations, for purposes of collaborations and joint events held in other cities and countries.
• Coordinates event staffing, set-up, and provides on-site assistance at all events; assures all arrangements are being conducted according to plan and ensures satisfaction of participants; handles clean-up of event. This will require occasional evening and/or weekend hours worked.
• Oversees event volunteers and student workers who will assist with large events or VIP guest speakers.
• Researches and arranges travel and transportation, tours, and supplementary activities for guests of conferences and events.
• Monitors expenses to ensure events stay within budget.
• Creates a multi-media communications plan in collaboration with the Hamilton Center Marketing and Communications Specialist, for advertisement of events, such as invitation mailers, fliers, social media posts, and other promotional materials and methods of delivery; actively promotes events taking place for the Hamilton Center and recruits attendees.
• Tracks RSVPs for events.
• Resolves any problems or issues that arise during events.
• Responsible for ensuring that all programs, activities, and services comply with university, state, and federal guidelines and regulations.
• Collaborates with the fiscal team to prepare and submit event-specific invoices, and process payments with cash/check, and/or online and credit card payments (Pcard).
• Maintains a detailed electronic database of event finances.
• Assists with annual budget planning and preparation.
• Establishes performance goals and measures to evaluate the success of Hamilton Center events.
• Provides clerical and administrative support, regarding the implementation of all events, as assigned by or needed for the Hamilton Center senior leadership team.
• Implements and maintains an electronic system for archiving event files.
• Oversees inventory of internal event supplies and orders items as needed.
• Maintains roster of event attendees and coordinates with Marketing and Communications Specialist on maintaining and expanding mailing list.
• Provides event updates to Hamilton Center staff involved in relevant department services and programs.
• Participates in recommending, interpreting, and implementing policies and procedures for the Hamilton Center.

Expected Salary:

Commensurate with experience.

Minimum Requirements:

Bachelor's degree and three years of relevant experience; or a high school diploma and seven years of relevant experience. Appropriate college coursework may substitute at an equivalent rate for the required experience.

Preferred Qualifications:

The ideal candidate will possess:

• Training and/or experience in event and/or conference coordination and management.
• Exceptional attention to detail, creativity, logistical knowledge, be self-motivated, work independently, and possess the drive to meet deadlines.
• Excellent oral and written communications and interpersonal skills; effective time management and organizational abilities.
• The ability to communicate clearly, respectfully, and effectively while interacting with diverse populations; possess a customer service-oriented attitude.
• Working knowledge in Windows, Microsoft Suite, internet browsers, and E-mail.
• Commitment to the Hamilton Center's mission.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, resume, and list of references.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required:
No

Applications Close: 08 Jul 2024

To apply, visit https://explore.jobs.ufl.edu/en-us/job/532023/conferenceevent-manager-i

The University is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.

Copyright ©2024 Jobelephant.com Inc. All rights reserved.

Posted by the FREE value-added recruitment advertising agency

jeid-2044339ebc7a2c468a3abfd9da1ba7b9