Full Job Description
Dept Number/Name: 0-6105-000 / Coll Of Medicine-Continuing Education
College Division: USF Health-Morsani College of Medicine
Salary Plan: Administrative
Job Code/Title: 9402 / Conference and Events Planner
Hiring Salary/Salary Range: Negotiable
Position Number: 00047057
POSITION SUMMARY:
The Meeting & Education Coordinator position is responsible for successfully managing and executing activities at the Center for Advanced Medical Learning and Simulation (CAMLS). The Coordinator will deliver exceptional customer service, developing strong and enduring client relationships.
RESPONSIBILITIES:
Assists clients with planning, developing, and implementing activities at CAMLS.
Collaborate with marketing and vendors to meet the clients needs.
Direct the coordination of all onsite arrangements including AV, room setups, catering, vendor setup time, housekeeping, shipping and receiving, etc.
Communicate with key internal stakeholders.
Maintain Salesforce activity account to capture and provide all logistical information to internal CAMLS departments such as security, housekeeping, AV, support team, SITC and VPCC. Coordinators maintain the activity accounts throughout the entirety of the activity, from execution through to the final invoicing stage.
Financial Accountability
- Maintain responsibility for all financial aspects surrounding an activity from proposal to payment.
- Track and record all course expenses and incoming revenue per executed proposal.
- Compile invoices from all vendors, review their accuracy, seeks approval/signature from manager and submit executed invoices to accounting for payment.
- Submit invoice requests to Accounting itemizing consumables/support functions utilized while at CAMLS.
- Utilize digital management systems such as Delphi, QuickBase and WFRn to reconcile activities.
Administrative
- Ensure Policy, Procedures and guidelines related to tissue and animal utilization are enforced.
- Maintain a complete and organized electronic event fle for each assigned activity.
Other Planning Responsibilities- Non-Credit, Full Conference Planning Courses
- Facilitate letter of agreement between CAMLS and the client.
- Facilitate hotel contracts between CAMLS and the client.
- Develop and maintain a detailed course budget including all course expenses and incoming revenue.
- Coordinate with travel agent to approve fights for event faculty and participants.
- Plan, Design and implement promotional materials to create effective advertisements.
- Collaborate with the CAMLS caterer and offsite hotel caterers.
POSITION QUALIFICATIONS:
MINIMUM:
- 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.
SPECIAL SKILLS/TRAINING:
Skills Required
- Ability to problem solve and work under pressure.
- Ability to demonstrate a high level of multitasking/project management skills with quality assurance.
- Strong analytical and organizational skills.
- Possess acute attention to detail.
- Exceptional customer service skills.
- Ability to work independently while functioning as part of a team.
- Computer proficiency (Word, Excel, PowerPoint, outlook, etc.).
- Excellent verbal and written communication skills.
- Knowledge of medical terminology.
- Strong delegation skills.
Special Working Conditions
- This work may require travel to conference and event sites, and working evenings and weekends during conferences and events.
