Associate Director, Events

University of South Florida•Sarasota, FL

About The Position

The Associate Director position is responsible for overall vision, planning and implementation for meetings, events, and conferences at USF SM and other venues, including registration, set-up, meals, A/V requirements, parking, transportation and other logistical needs. Associate Director provides strategic leadership and daily operational oversight of event management team. Position has direct management of department revenue, budgets, forecasting, and financial sustainability for event operations. Associate Director negotiates contracts with clients and vendors, reviews and approves fee proposals, contracts, and budgets to ensure alignment with department standards and university policy. Reporting to the Regional Chancellor, the Associate Director will recommend, implement, and maintain event policies, guidelines, pricing structures, and operational standards. Associate Director leads client relations, intake strategy, and business development to expand institutional partnerships and revenue-generating opportunities. Other duties as assigned.

Requirements

Minimum Qualifications : This position requires a Bachelor's Degree from a regionally accredited institution with a minimum of five years related exempt experience, including two years' experience managing exempt level employees.
Degree Equivalency Clause: Four years of direct experience for a bachelor’s degree.
Senate Bill 1310- The Florida Senate (https://www.flsenate.gov/Session/Bill/2023/1310) is conditional upon meeting all employment eligibility requirements in the U.S.
SB 1310: Substitution of Work Experience for Postsecondary Education Requirements
A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed:
(a) Two years of direct experience for an associate degree;
(b) Four years of direct experience for a bachelor’s degree;
(c) Six years of direct experience for a master’s degree;
(d) Seven years of direct experience for a professional degree; or
(e) Nine years of direct experience for a doctoral degree
Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment.
Minimum Qualifications that require a high school diploma are exempt from SB 1310.

Nice To Haves

Preferred Qualifications : Degree in Hospitality, Event Management or another related field.
Events experience within a university setting.
Event/Space management information systems experience

Responsibilities

Manage the overall vision, planning of event activities for all meetings, events, and conferences including the Selby Auditorium, meeting spaces, public areas, outdoor locations, promotional spaces, and additional spaces as required.
Attend events that require management on site.
Respond to any immediate requests or concerns and successfully resolve client complaints.
Coordinate, plan and assume responsibility for major and special university events.
Oversee event satisfaction surveys and benchmarking to evaluate events planning and make recommendations for changes.
Manage all facets of the conferences and event management services for the campus, including Advancement, Government Relations, Academic & Student Affairs, etc.
Oversee, plan and execute logistical activities for conferences and events, including but not limited to the arrangements for registration, facilities set up, meals, lodging, audiovisual equipment, parking and transportation.
Evaluate program/history, budget considerations, contractual provisions and planning committee recommendations to determine requirements as to space, facilities, technology, equipment, lodging, catering and on-site management.
Supervision of full-time conference and event planners.
Coordinate with Campus Communications & Marketing department the development and execution of marketing strategy for event and conferencing for campus clients and off-campus clients.
Budget and financial management: Develop, manage, and execute a formal business plan for events and conferences, oversee and administer financial transactions, and have signature authority for event and conference budgets.
Responsible for events budgets and has approval authority for all purchases and expenditures associated with areas of responsibility.
Coordinate summer conference activities for university departments including establishing goals, objectives, strategic plan for conferencing.