Conference-Event Planner III

University of Florida•Gainesville, FL

18d•$45,000

About The Position

Management of guest and intern housing operations Ensure comprehensive guest services including but not limited to processing of advanced reservations for individuals and groups, check-in/out, and collection of payments Prepare materials and coordinate pre/post reservation walkthroughs, check-in/out process, review of policies and procedures and respond to clients’ needs Organize and conduct space tours and site visits with clients Survey all apartments/housing ensuring appropriate inventory of supplies, furnishings, linen requirement and upgrades for spaces Coordinate orders of supplies as needed to refresh or replenish items in guest or conference housing Lead coordination efforts with internal units to facilitate the timely preparation and turnover of spaces Manage occupancy for short-term and long-term reservable spaces Determine summer occupancy for various departmental reservable spaces Coordinate with the UF Compliance and Ethics to ensure compliance for all youth-oriented programming, conferences, and services Event Services and reservable space management Oversee reservation workflows for events and reservable spaces, including advanced bookings, arrival/departure procedures, and payment processing Responsible coordinating and planning event logistics for clients using spaces within Housing and Residence Life including but not limited to: conducting site visits, coordinating access, food service and parking, and other support services for conferences and workshops Conduct weekly space inventory ensuring all equipment, technology, and furnishings are present and in good condition; maintain inventory logs; ensure organization and cleanliness of all storage spaces Lead coordination efforts with internal units to facilitate timely turnover of spaces Coordinate billing for reservable spaces and events, including issuing invoices and timely payment from clients Responsible for on-site event management for designated events: manage crowd control procedures; monitor maximum room capacity requirements ensuring maximum capacity is not exceeded; interpret and ensure compliance with university/department policies as needed; implement emergency action procedures as needed Responsible for general office and administrative functions Responsible for using computer-based software to provide comprehensive event services such as determining space availability, creating space reservations, coordinating equipment needs, housing reservations for groups, and invoicing. Manage and maintain occupancy management for various spaces with Housing & Residence Life Communicate actively with clients regarding guest housing, summer conferences, and event bookings Review event related documents submitted by designated organization sponsor; approve, deny, or request modification to documents based on applicable guidelines and other relevant considerations Prepare agreements for summer conferences, event spaces, and guest housing Maintain templates for agreements, confirmations, invoices, proposals Responsible for client billing, payment of vendors’ invoices, dispute resolutions with clients and vendors, and confirmation of vendor services. Ensure appropriate record keeping of occupancy, expenses, income, revenue projections and other financial related functions Prepare and analyze reports, review conference group and client history, and analyze economic and industry trends and environment Collaborate with departmental marketing and strategic communications to create and ensure standardized communications and marketing materials are current and aligned with the department needs Serve in a weekly after hours on call rotation to respond to emergencies and crisis situations for conference services programs Management of student staff for scheduled conferences and events including on-site event management as required Provide leadership in establishing goals, work priorities, and outcomes Supervise staff and manage administrative functions including Human Resource compliance, payroll approval, and performance review processes. Plan and manage the staff at large-scale event operations including establishing work priorities and workflow; develop goals relevant to the area and provide direction and leadership for goal accomplishment. Plan and implement job training programs for employees on operation, safety, crowd control, customer service, and related topics Establish and implement comprehensive policies and operational procedures for work quality standards for event staff Provide on-site event management for large scale events and conferences, as required Develop reports, handle special projects, tasks, and other duties as assigned Serve on Division of Student Life or University of Florida committees as needed

Requirements

A bachelor's degree in an appropriate area of specialization and three years of appropriate experience; or a high school diploma and seven years of appropriate experience.
Appropriate college course work may substitute at an equivalent rate for the required experience

Nice To Haves

Bachelor’s degree in business administration, event management, hospitality management, or equivalent
Three (3) years of experience with conference service operations, event management, or hospitality management
Knowledge of occupancy management and managing multiple reservations at one time
Demonstrated knowledge of event planning, logistics, and on-site event management
Knowledge of UF campus facilities, space reservation policies and procedures
Strong written and verbal communication skills, demonstrated customer service experience, and the ability to create and present to groups of varying sizes
Demonstrated proficiency with computers and basic software applications (e.g. Microsoft Word, Excel, PowerPoint, and Outlook)
Experience with Event Management software
Ability to manage and provide supervision to student staff
Ability to remain organized and organize processes
Ability to work collaboratively with team, clients, and vendors
Demonstrated ability to handle high volume of detail work with accuracy and handle multiple projects or tasks simultaneously
Demonstrated ability to function effectively in a fast-paced environment with frequent interruptions
Demonstrated ability to understand, interpret, and apply rules, regulations, policies, and procedures

Responsibilities

Management of guest and intern housing operations
Ensure comprehensive guest services including but not limited to processing of advanced reservations for individuals and groups, check-in/out, and collection of payments
Prepare materials and coordinate pre/post reservation walkthroughs, check-in/out process, review of policies and procedures and respond to clients’ needs
Organize and conduct space tours and site visits with clients
Survey all apartments/housing ensuring appropriate inventory of supplies, furnishings, linen requirement and upgrades for spaces
Coordinate orders of supplies as needed to refresh or replenish items in guest or conference housing
Lead coordination efforts with internal units to facilitate the timely preparation and turnover of spaces
Manage occupancy for short-term and long-term reservable spaces
Determine summer occupancy for various departmental reservable spaces
Coordinate with the UF Compliance and Ethics to ensure compliance for all youth-oriented programming, conferences, and services
Oversee reservation workflows for events and reservable spaces, including advanced bookings, arrival/departure procedures, and payment processing
Responsible coordinating and planning event logistics for clients using spaces within Housing and Residence Life including but not limited to: conducting site visits, coordinating access, food service and parking, and other support services for conferences and workshops
Conduct weekly space inventory ensuring all equipment, technology, and furnishings are present and in good condition; maintain inventory logs; ensure organization and cleanliness of all storage spaces
Lead coordination efforts with internal units to facilitate timely turnover of spaces
Coordinate billing for reservable spaces and events, including issuing invoices and timely payment from clients
Responsible for on-site event management for designated events: manage crowd control procedures; monitor maximum room capacity requirements ensuring maximum capacity is not exceeded; interpret and ensure compliance with university/department policies as needed; implement emergency action procedures as needed
Responsible for general office and administrative functions
Responsible for using computer-based software to provide comprehensive event services such as determining space availability, creating space reservations, coordinating equipment needs, housing reservations for groups, and invoicing.
Manage and maintain occupancy management for various spaces with Housing & Residence Life
Communicate actively with clients regarding guest housing, summer conferences, and event bookings
Review event related documents submitted by designated organization sponsor; approve, deny, or request modification to documents based on applicable guidelines and other relevant considerations
Prepare agreements for summer conferences, event spaces, and guest housing
Maintain templates for agreements, confirmations, invoices, proposals
Responsible for client billing, payment of vendors’ invoices, dispute resolutions with clients and vendors, and confirmation of vendor services.
Ensure appropriate record keeping of occupancy, expenses, income, revenue projections and other financial related functions
Prepare and analyze reports, review conference group and client history, and analyze economic and industry trends and environment
Collaborate with departmental marketing and strategic communications to create and ensure standardized communications and marketing materials are current and aligned with the department needs
Serve in a weekly after hours on call rotation to respond to emergencies and crisis situations for conference services programs
Management of student staff for scheduled conferences and events including on-site event management as required
Provide leadership in establishing goals, work priorities, and outcomes
Supervise staff and manage administrative functions including Human Resource compliance, payroll approval, and performance review processes.
Plan and manage the staff at large-scale event operations including establishing work priorities and workflow; develop goals relevant to the area and provide direction and leadership for goal accomplishment.
Plan and implement job training programs for employees on operation, safety, crowd control, customer service, and related topics
Establish and implement comprehensive policies and operational procedures for work quality standards for event staff
Provide on-site event management for large scale events and conferences, as required
Develop reports, handle special projects, tasks, and other duties as assigned
Serve on Division of Student Life or University of Florida committees as needed