Conference & Event Planner

Dept Number/Name: 0-0427-000 / Marshall Student Center

College Division: Student Success

Salary Plan: Administrative

Job Code/Title: 9402 / Conference and Events Planner

Hiring Salary Range: $48,000 to $53,000 annually

Position Number: 00017086

ORGANIZATIONAL SUMMARY:

The Marshall Student Center provides facilities and event services for the USF students, departments, faculty, and visitors. The MSC is the hub for campus life and programs and houses offices including Student Government, Leadership and Civic Engagement, Center for Student Involvement, and Fraternity and Sorority Life.

POSITION SUMMARY:

The Conference and Events Planner is responsible for all aspects of event management services for internal and external customers utilizing space in the Marshall Student Center for conferences, meetings, banquets, lectures, summer camp programs and other special events. This position makes procedural operating decisions based on independent judgement, knowledge of applicable departmental and University policies and procedures, and coordination with other event support units. This position reports to the Associate Director of Event Planning for the Marshall Student Center with additional direction from the Provost, Vice President of Student Affairs and Student Success and Vice President of USF World.

RESPONSIBILITIES:

Manages all facets of the event management services for student organizations, University departments and outside group reservations. This includes meeting with clients to discuss and arrange details of event planning.

Provide detailed facility diagrams; arranges for audio-visual support and other support services, which can include facility management, catering, police/security, parking, etc. Utilizes the EMS Scheduling Software System used to track all reservations at the Marshall Student Center.

Serves as the on-site liaison with the client and represents the Marshall Student Center, campus housing, campus recreation and dining services to interact with individual customers/clients for all major events/meetings and summer camps. As needed, will also be accessible for evening/weekend events managed through the Event Management Services office.

Personally ensures that all last minute changes or additional accommodations that need attention are accommodated by handling the requests/concerns personally or working with the MSC Facility Manager and/or MSC Building Manager. Within 72 hours after an major event, follows up with all guests via telephone, email or online assessment survey to obtain feedback on the customer's satisfaction with the venue and conference support provided by the MSC staff.

Oversees the MSC billing process for accounts receivable tasks including identifying all billable charges from all MSC units supporting an event and then preparing invoices to be set to the client and RMD. Provide communication to clients with outstanding invoices to receive payment.

Verifies student organization's A&S account status and chartfield data from Student Government, collects chartfield data for USF Departments E&G and Foundation accounts and secures required deposits from non-university entities. Meeting regularly with Resource Management and Development to ensure that all invoices are accurate and processed in a timely manner.

Collaborates daily with the Operations staff (Building Managers, Set-up Crew, Sound & Light staff, Campus Housing, Campus Recreation and USF Dining/Catering staff) to ensure a consistent level of service to clients/customers. Participates with the Director, Associate Director of Event Planning, Assistant Director of Event Logistics and the Associate Director of Building Operations in the development of operational policies for the Event & Meeting Services Office.

Generates daily/production reports and meets regularly with all aspects of event service providers to review all aspects of upcoming events and evaluate concluded activities. 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.

FLSB1310 Equivalency:

4 years of directly relevant experience may be substituted for bachelor's degree.

6 years of directly relevant experience may be substituted for master's degree.

PREFERRED QUALIFICATIONS:

Degree in Hospitality Management, Business, or Marketing preferred. Strong customer service skills and attitude is critical and required.

Experience in Student Union Operations, Hotel Conference Sales, Hospitality Management or other customer service organizations is preferred. Experience must demonstrate leadership and communication skills, ability to multi-task, organize and perform with minimal supervision. Must have the ability to operate audio-visual equipment, address customer facility needs, and work well in a team environment.

USF Tampa

Information for Applicants

This position is subject to a Level 1 criminal background check.

Job Opening Number: 36936

Posting Date: 05/17/2024

Posting End Date: 06/17/2024

How To Apply

Click on the Apply Now button. When applying to an opening you will have the opportunity to upload a cover letter and resume.

Apply online by completing the required information and attaching your cover letter and resume. Please include your experience as it relates to the qualifications stated above.

YOUR COVER LETTER AND RESUME, PLUS ANY OTHER REQUESTED MATERIAL, MUST BE IN ONE ATTACHMENT. Only online applications are accepted for this position.

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To request an accommodation with the application or interview process, please contact Central Human Resources by telephone: 813-974-2970 or email HR-ADA-Request@usf.edu.

Equal Employment Opportunity

USF is an equal opportunity, equal access academic institution that embraces diversity in the workplace.

The University of South Florida does not discriminate on the basis of sex and prohibits sexual harassment. Any person may report sex discrimination, including sexual harassment (whether or not the person reporting is the person alleged to be the victim of conduct that could constitute sex discrimination or sexual harassment), in person, by mail, by telephone, or by electronic mail, using the contact information listed for the Title IX Coordinator. Reports may be made at any time either online or directly to the University's Title IX Coordinator.

USF's Equal Opportunity Affirmative Action Statement.

Federal Rights

Applicants have rights under Federal Employment Laws: Family and Medical Leave Act (FMLA), Equal Employment Opportunity (EEO) and Employee Polygraph Protection Act (EPPA).

Work Location

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About USF

The University of South Florida is a high-impact global research university dedicated to student success. Over the past 10 years, no other public university in the country has risen faster in U.S.

News and World Report's national university rankings than USF. Serving more than 50,000 students on campuses in Tampa, St. Petersburg and Sarasota-Manatee, USF is designated as a Preeminent State Research University by the Florida Board of Governors, placing it in the most elite category among the state's 12 public universities. USF is a member of the American Athletic Conference.

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