Job Code/Title: 9402 / Conference and Events Planner
ORGANIZATIONAL SUMMARY:
USF World is led by a VP and is comprised of units across Tampa, St. Petersburg, and Sarasota devoted to promoting ed abroad; supporting inti students and scholars, the management of inti partnerships, inti travel risk and security services, management of the Peace Corps Prep and support for a dedicated recruiter, tracking and documenting inti research collaborations and the global footprint of faculty, students and staff, collection of data related to international activities at the University, inti alumni development and outreach, and the marketing and communication of USF World programs and initiatives. Comprising a total of over 70 staff and a budget of approximately $4.5 M, clients are USF faculty developing inti academic experiences, curriculum, and research collaborations, administrators promoting the global priorities of USF, staff responsible for supporting inti activities across campuses, colleges, and other units, current and prospective students coming to USF from other countries and U.S. students seeking global experiences as well as university partners from abroad and foreign dignitaries. Community partners include local, state, national, and inti leaders of government and public and private organizations, including other institutions of higher ed, military, business, and industry.
POSITION SUMMARY:
The primary purpose of this position will be to plan, execute, and prepare for events and conferences for USF World. This includes designing marketing materials and all logistics. Responsible for working with vendors and suppliers and oversight of available budget through out the event.
SPECIAL REQUIREMENTS:
This work may require travel to conference and event sites, and working evenings and weekends during conferences and events.
RESPONSIBILITIES:
Plans and executes special events, including logistical arrangements, registration, meeting facilities, meals, lodging, audiovisual equipment and operators, transportation, and tours.
Designs and prepares various marketing materials, such as save the date invitations, special event invitations, fliers, visual aids, and social media content for special event marketing. Incorporates graphic images and design elements using Adobe lnDesign, and Photoshop
Serves as primary liaison with internal and external constituencies on all matters relating to special events; represents the unit with respect to related activities on a local, regional, and/or national basis.
Plans budget and projects expenses for special events. Collects quotes for event expenses and manages communication with vendors and suppliers. Monitors fiscal event planning for permissible expenditures.
Performs other administrative and support duties as required in support of the mission and strategy of the unit.
MINIMUM: This position requires a Bachelor's degree in communication, marketing, public relations, hospitality management, business management, digital media, or related field, with two years of experience in related positions; or a Master's degree in the fields listed above; or an equivalent combination of related education and experience.
PREFERRED: Should be skilled working in graphic design programs, Adobe lnDesign and Photoshop. Should be be organized and have the ability to meet deadlines. Should have strong communication/interpersonal skills and have good listening skills. Must be able to work with leadership, vendors, and stakeholders.
Started in 1956, USF is the fastest-rising university in America, according to U.S. News and World Report’s (U.S. News) 2023 Best Colleges rankings. USF is situated in the vibrant and diverse Tampa Bay region, with campuses in Tampa, St. Petersburg and Sarasota-Manatee. Together, our campuses serve more than 50,000 students pursuing undergraduate, graduate, specialist and professional degrees. Across our 13 colleges, undergraduates choose from more than 200 majors, minors and concentrations, from business and engineering to the arts and USF Health. High-impact global research is central to USF’s mission as one of only three Preeminent Research Universities, as designated by the Florida Board of Governors. USF student body comes from 79 countries and 45% of students are African American, American Indian, Asian, Hispanic, Native Hawaiian or Other Pacific Islander, or multiracial. We are accredited Southern Association of Colleges and Schools Commission on Colleges (SACSCOC). For more information: https://www.usf.edu/about-usf/index.aspx
