Assistant Director, Special Events & Engagement

University of Florida • Gainesville, FL

1d • $64,000 - $74,000

About The Position

The University of Florida Advancement team is seeking an Assistant Director of Special Events & Engagement to help create memorable experiences that support donors, volunteers and university leaders. Reporting to the Senior Director, this role plans and executes high-profile events while collaborating with partners across the university to ensure every detail reflects the excellence of the Gator community. This exciting, highly visible role blends strategy, creativity and execution to create memorable experiences that leave a lasting impression.

Requirements

• Master’s degree in an appropriate area of specialization; or a bachelor’s degree in an appropriate area of specialization and one year of experience.
• Valid driver’s Florida license.
• Ability to pay for expenses using your own personal credit card or funds and have them reimbursed is essential.

Nice To Haves

• Bachelor’s degree in events management.
• Prior experience in development, fundraising, alumni relations or higher education.
• Prior experience in event planning, public relations, marketing.
• Prior project management experience.
• Prior experience working with vendors and contracts.
• Strong organizational skills.
• Must take initiative, possess strong work ethic, and demonstrate the ability to handle a demanding workload while managing various multiple projects simultaneously.
• Ability to work collaboratively and as a team player.
• Competency in problem solving
• Strong organizational skills, ability to meet deadlines, ability to work independently and problem-solving capabilities.
• Accuracy, attention to detail and a customer service-oriented attitude.
• Able to foster and maintain sound working relationships with key stakeholders influencing without authority.
• Demonstrate sense of urgency, creativity, attention to detail and flawless execution.
• Exceptional written and verbal communication skills, strong interpersonal abilities, and the capacity to engage effectively and collaboratively with a wide range of individuals are essential.
• Support the University’s commitment to creating a respectful and collaborative work environment that values integrity, professionalism, and mutual respect in all interactions; demonstrated success collaborating with stakeholders; strong project management skills; experience in a data-driven environment; excellent organizational abilities; and the capacity to lead, influence, and inspire others are essential.
• Proficient in the following areas: Windows operating systems, Microsoft Word, Excel, and Access, as well as internet browsers and email platforms.
• Familiarity with donor databases, contact management systems, and tracking systems is also highly preferred.

Responsibilities

• Plan and execute high-impact UF Advancement events and activities such as development and donor engagement events, quarterly All-Staff meetings, holiday celebrations, employee retirement/farewell celebrations and UFF Board events.
• Oversee the master calendar ensuring strategic alignment and resource optimization.
• Research, negotiate and contract room blocks with hotels for staff and guest accommodations.
• Review and manage event contracts in coordination with the Legal department to obtain necessary approvals.
• Review contracts with venues and vendors.
• Monitor and track RSVP’s.
• Liaise with Facilities Management to coordinate logistical needs.
• Recruit and manage event staffing, including Cicerones and volunteers.
• Conduct vendor research and procurement for event materials and mementos.
• Evaluate venue options and present comparative analysis through visual aids (e.g. PowerPoints, charts).
• Manage vendor relationships from initial contact through contract execution.
• Oversee the assembly and distribution of event supplies to ensure readiness and quality.
• Prepare and submit appropriate request forms including: UF Special Event Approval Permits, Health Compliance.
• Assist with product research, i.e., special mementos for events: Using local and online vendors, research products for volunteer engagement. Order as directed. Ensure timely payment and receipt of materials.
• Collaborate with internal and external stakeholders to execute event goals and objectives; develop and recommend event operating procedures; establish and manage event planning timelines; create task assignments; and propose resources needed to execute event.
• Meet regularly with UFA Facilities and Risk Management and Alumni Relations event personnel to ensure open communication.
• Prepare post-event analysis to assess opportunities and make recommendations for improving events and services to internal and external constituencies, and to implement recommendations as appropriate.
• Conduct brainstorming sessions with the events team to conceptualize innovative event formats.
• Research industry standards, trends, breakthroughs and best practices to enhance event impact.
• Act as team liaison with campus partners including colleges/units and other UF departments as program sponsors for events.
• Together with the Sr. Director, guide program sponsors through the planning process ensuring the guest experience and takeaways are aligned with goals of the university, and event program sponsor.
• Refine and adjust planning process guidelines as needed based on each program sponsor’s available resources.
• Ensure campus partners are informed throughout all stages of the planning process by working collaboratively.
• Collaborate with other SCME and Advancement partners ensuring all parties are up to date and informed to produce high-quality deliverables in line with the event planning process and timelines.

Benefits

• Affordable State Health Plans: Medical, Dental, and Vision Insurance
• Comprehensive Coverage: Life and Disability Insurance
• Secure Retirement Options: Generous plans to safeguard your future
• Paid Time Off: Including 11 paid holidays, as well as family, sick, and vacation leave
• Professional and Personal Growth: Opportunities through UF Training & Organization Development, leadership development, LinkedIn learning, and more
• Tuition Assistance: Benefit from the UF Employee Education Program
• PSLF Eligibility: We are a Public Service Loan Forgiveness Eligible Employer

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level