Conference and Events Planner bei The University of South Florida Board of Trustees

• Coordinates event planning efforts with members of the college, school, department, center and/or external community as appropriate.
• Plans, schedules, and monitors logistical activities for special events, including arrangements for registration, meeting facilities, meals, lodging, audiovisual equipment and operators, transportation and tours.
• Evaluates program and event histories, budget considerations, contractual provisions, and planning committee recommendations to determine requirements as to space, facilities, technology, equipment, lodging, catering, and on-site management.
• Serves as primary liaison with internal and external constituencies on all matters relating to program activities; represents the unit with respect to program activities on a local, regional, and/or national basis.
• Compiles and reviews statistical data; develops and prepares various periodical and ad hoc reports, summaries, analyses, and projections.
• Oversees and coordinates the activities of volunteers, staff, and students to include training, scheduling, work allocation, and problem resolution; employs motivational techniques to achieve peak productivity and performance.
• Designs and prepares various marketing materials, brochures and flyers for meetings and conferences.
• Researches, develops, and/or edits press releases, articles, and notifications via e-mail for internal and external media publications as appropriate.
• Participates in budget development for special events. Secures bids and negotiates contracts with event sites; monitors and evaluates contract performance.
• Monitors fiscal event planning for permissible expenditures, oversees billing accuracy from vendors and coordinates invoice processing with departmental accounting staff.
• Markets, coordinates, reserves, and supervises the use of public spaces on campus. Develops and implements a marketing plan to promote these spaces for meetings and events. Develops and implements operational policies for use of public spaces.
• Performs other administrative and support duties as required in support of the mission and strategy of the unit.
• Performs other duties as assigned.

Minimum Qualifications:

This position requires a Bachelor’s degree in communication, marketing, public relations, hospitality management, business management, digital media, or related field, with two years of experience in related positions; or a Master’s degree in the fields listed above; or an equivalent combination of related education and experience

Preferred Qualifications:

• 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.

This position may be subject to a Level 1 or Level 2 criminal background check.

Applicants for USF employment are entitled to request reasonable accommodation(s) in the application process. A request is to be made at least five (5) working days prior to the time the accommodation(s) is needed. Contact the USF ADA Lead ([email protected]) to coordinate your accommodation request.

Working at USF

With approximately 16,000 employees, the University of South Florida is one of the largest employers in the Tampa Bay area. We are dedicated to cultivating a talented, engaged and driven workforce that strives to be bold. Employees excel in USF‘s rich academic environment, which fosters their development and advancement. In 2025, Forbes recognized USF as one of Florida’s best large employers, ranked No. 1 among the state’s 12 public universities. Our first-class benefits package includes medical, dental and life insurance plans, retirement plan options, employee and dependent tuition programs, generous leave, and hundreds of employee perks and discounts.

About USF 

The University of South Florida is a top-ranked research university serving approximately 50,000 students from across the globe at campuses in Tampa, St. Petersburg, Sarasota-Manatee and USF Health. USF is recognized by U.S. News & World Report as a top 50 public university and the best value in Florida. U.S. News also ranks the USF Health Morsani College of Medicine as the No. 1 medical school in Florida and in the highest tier nationwide. USF is a member of the Association of American Universities (AAU), a group that includes only the top 3% of universities in the U.S. With an all-time high of $738 million in research funding in 2024 and as a top 20 public university for producing U.S. patents, USF uses innovation to transform lives and shape a better future. The university generates an annual economic impact of more than $6 billion. USF’s Division I athletics teams compete in the American Athletic Conference. Learn more at www.usf.edu.

Compliance and Federal Notices

This position may be subject to a Level 1 or Level 2 criminal background check.

Applicants have rights under Federal Employment Laws: 

The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law.  The University maintains programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws.

Family and Medical Leave Act (FMLA)

Applicants for USF employment are entitled to request reasonable accommodation(s) in the application process. A request is to be made at least five (5) working days prior to the time the accommodation(s) is needed. Visit the Central Human Resources ADA Accommodations webpage for more information on requesting an accommodation during the application/interview process.

Equal Employment Opportunity

The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law.  The University maintains affirmative action programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws.  This job description does not constitute an employment contract.