Conference and Event Planner II - Continuing Medical Education

University of Florida • Gainesville, FL

22h • $23 - $24

About The Position

The Event Planner II is responsible for planning, implementing, and executing events within the Office of Continuing Medical Education (CME) as well as cross training within the division of Educational Affairs (OEA). The CME Office provides full-service planning and day-of coordination for departments throughout the College of Medicine (COM), supporting events ranging from 50 to 200+ physician attendees at local and national venues.

About This Role:

This position collaborates closely with the office’s other Event Planner to coordinate Working with the Conference and Event Manager in the Continuing Medical Education (CME) Office to plan events and conferences that will vary in size and location (small to large, local to national). Duties will include:

Event Planning

Working directly with speakers to assist with travel plans, hotel
arrangements, and gathering required CME forms.
Reviewing documentation and verifying compliance with accreditation
requirements.
Assisting with the design and distribution of the marketing pieces as well as
design and maintenance of the event websites and event social media.
Coordinating the event logistics with the venue pre-conference.
Creating and managing event budgets; plan events in line with budget limits.
Contacting and coordinating exhibitors.
Assisting with hotel contract negotiations.
Creating welcome emails for participants, exhibitors, and speakers
Designing welcome packets for participants and speakers.
Creating and distributing evaluations for events.
Applying for educational grants for events.

On-Site Event Assistance

Responsible for day of event coordination. Facilitating set-up and break-down
of all event materials (tables, chairs, catering, printed material, posters,
and electronic presentations), troubleshoot attendee and presenter needs, and
guide and troubleshoot UF and/or external vendor/media needs.

Departmental CME Activity Coordination

Collaborating closely with departmental coordinators in COM for department
managed live CME activities.
Reviewing application and marketing materials for accreditation requirements,
coordinating website and registration services, and contributing to the
success of live and online CME activities.
Establishing and maintaining relationships with vendors, venues and
stakeholders in support.

About the College of Medicine:

The University of Florida's College of Medicine is committed to advancing health through education, research, and patient care. With a focus on innovation and excellence, the college prepares future healthcare leaders through a rigorous curriculum that combines basic sciences with hands-on clinical experience. The College of Medicine emphasizes interdisciplinary collaboration and community engagement, fostering and environment where students, faculty, and staff work together to improve healthcare outcomes. The College is home to cutting-edge research initiatives and state-of-the-art facilities, providing an exceptional training ground for aspiring medical professionals. Dedicated to enhancing the health of all populations, the College of Medicine plays a pivotal role in shaping the future of medicine.

Requirements

• A bachelor’s degree and two years of appropriate experience; or a high school diploma and six years of appropriate experience.
• Appropriate college coursework may substitute at an equivalent rate for the required experience.

Nice To Haves

• Bachelor’s degree in event management, hospitality, or equivalent degree.
• Conference planning experience including basic knowledge of hotel contracts, catering, arranging/coordinating with speakers.
• Great attention to detail • Open to learning and growing.
• Strong relationship building and facilitation skills to communicate with stakeholders including conference speakers, attendees (primarily physicians), and CME staff.
• Demonstrated experience and ability to effectively communicate orally and in writing.
• Demonstrates a high level of professionalism.
• Ability to function autonomously.
• Ability to quickly learn and take on lead role for assigned events.
• Ability to handle high volume of detail work with accuracy and manage multiple projects or tasks
• High level of organizational skills for administrative tasks and follow up.
• Ability to understand, interpret, and apply rules, regulations, policies, and procedures as a state institution.
• Basic proficiency with Microsoft Office programs (Excel, Publisher, Word) and Adobe programs.

Responsibilities

• Working directly with speakers to assist with travel plans, hotel arrangements, and gathering required CME forms.
• Reviewing documentation and verifying compliance with accreditation requirements.
• Assisting with the design and distribution of the marketing pieces as well as design and maintenance of the event websites and event social media.
• Coordinating the event logistics with the venue pre-conference.
• Creating and managing event budgets; plan events in line with budget limits.
• Contacting and coordinating exhibitors.
• Assisting with hotel contract negotiations.
• Creating welcome emails for participants, exhibitors, and speakers
• Designing welcome packets for participants and speakers.
• Creating and distributing evaluations for events.
• Applying for educational grants for events.
• Responsible for day of event coordination. Facilitating set-up and break-down of all event materials (tables, chairs, catering, printed material, posters, and electronic presentations), troubleshoot attendee and presenter needs, and guide and troubleshoot UF and/or external vendor/media needs.
• Collaborating closely with departmental coordinators in COM for department managed live CME activities.
• Reviewing application and marketing materials for accreditation requirements, coordinating website and registration services, and contributing to the success of live and online CME activities.
• Establishing and maintaining relationships with vendors, venues and stakeholders in support.

Benefits

• Low-cost State Health Plans: Medical, Dental, and Vision Insurance
• Life and Disability Insurance
• Generous Retirement Options to secure your future
• Comprehensive Paid Time Off Packages: (includes over 10 paid holidays, as well as paid family, sick and vacation leave)
• Exceptional Personal and Professional Development Opportunities: Access to UF Training & Organizational Development programs, leadership development, LinkedIn Learning, and more
• Tuition Assistance through the UF Employee Education Program
• Public Service Loan Forgiveness (PSLF) Eligible Employer

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 1-10 employees