Event Manager

University of South Florida•Tampa, FL

About The Position

The Event Manager is responsible for the strategic planning, coordination, and execution of meetings, conferences, and special events that support the mission and priorities of the College of Arts and Sciences. This position plays a critical role in building vibrant intellectual and social community within CAS by delivering high‑impact events that bring stakeholders (including but not limited to faculty, students, donors, alumni, and external partners) together around ideas, research, and shared purpose. The Event Manager is a solutions‑oriented professional who thrives in fast‑paced environments, anticipates challenges before they arise, and responds creatively when plans change. The Event Manager understands events not just as logistics, but as relationship‑building opportunities that strengthen networks and foster lasting engagement. In addition to overseeing strategy, logistics, and budgets, the Events Manager contributes to the creative dimension of events by collaborating on invitations, signage, programs, and other visual or written collateral that enhance the guest experience and reflect the College’s brand and values. The Event Manager supports events hosted by the CAS Dean’s Office, development, departments, centers, institutes, and may collaborate with university-wide partners on major campus initiatives and regional alumni programs.

Requirements

Bachelor's degree and four years experience or a combination of post high school education and experience equal to eight years.
Four years of direct experience for a bachelor’s degree.
conditional upon meeting all employment eligibility requirements in the U.S.

Nice To Haves

Bachelor’s degree and demonstrated experience in event management, higher education, communications, or a related field, or an equivalent combination of education and relevant experience.
Proven ability to manage complex events with multiple stakeholders and logistical components with professionalism, creativity, and attention to detail.
Strong problem ‑ solving skills and comfort making decisions in dynamic, live ‑ event environments.
Excellent interpersonal skills as well as written and verbal communication skills, with a talent for building relationships and networks.
Experience or demonstrated interest in basic design tools (e.g., Canva, Adobe Creative Suite) and event collateral development.
High level of organizational skill, adaptability, and enthusiasm for collaborative work.
Appreciation for academic culture and the role events play in fostering intellectual exchange and community.

Responsibilities

Event Strategy, Vision & Community Building Design and execute events that advance the College’s mission while strengthening intellectual community and professional networks.
Create and maintain a strategic calendar of events that features and reinforces the College’s mission.
Partner with CAS departments, centers, institutes, development team, and leadership to translate academic priorities into meaningful, engaging event experiences.
Think beyond logistics to shape how events feel, function, and connect people across disciplines and audiences for in-person and virtual events.
Incorporate inclusive, accessible, and welcoming practices into all event planning and execution in accordance with university policies and standards.
Evaluate events using qualitative and quantitative feedback to improve future programming and deepen audience engagement.
Planning, Logistics & Real-Time Problem Solving Lead all phases of event planning—from concept development through post-event follow-up—while managing multiple projects simultaneously.
Develop clear timelines, workflows, and planning tools that support consistent, high-quality execution while meeting established deadlines.
Anticipate risks and troubleshoot logistical challenges calmly and effectively, including last-minute changes.
Coordinate all event operations including, but not limited to, venues, room setups, audiovisual needs, catering, accessibility accommodations, security, travel logistics for external guests, and on-site staffing in compliance with institutional policies.
Serve as the on-site lead for events, ensuring a polished, professional, and responsive guest experience.
Budget & Vendor Management Work with approved vendors and procurement partners to secure services and materials.
Develop and manage event budgets with careful attention to fiscal stewardship and institutional policies.
Negotiate with vendors and service providers to balance quality, creativity, and cost-effectiveness.
Monitor expenditures, reconcile costs, and communicate transparently with stakeholders about budget status and priorities.
Communications, Design & Event Collateral Collaborate with marketing and communications partners on event promotion, messaging, and outreach.
Contribute to the design and production of invitations, signage, programs, digital assets, and other event materials.
Ensure visual and written materials align with institutional branding while remaining audience-centered and engaging.
Relationship Management & Team Leadership Serve as the primary point of contact for internal and external event partners.
Build strong working relationships with internal partners, external guests, and community collaborators.
Coordinate and supervise event staff and student workers, fostering a collaborative, service-oriented team culture.
Act as a connector across departments, using events as catalysts for collaboration, networking, and shared purpose.