What are the responsibilities and job description for the Conference and Events Planner position at University of South Florida Libraries?
Tampa, FL, United States
The position of Conference and Events Planner for University Advancement will assist in the planning, organizing, and implementation of various, donor-focused events. The Conference and Events Planner will provide support to the overall objectives of the USF Foundation while cultivating new and stewarding existing donors through the event experience. This position primarily supports areas central to the USF Foundation and includes select USF Health and USF Alumni Association events. This position will work nights and weekends. Physical demands associated with this position include extensive standing, walking, lifting, and carrying items (up to 50 lbs.)
Responsibilities
Manages and supports areas central to USF Foundation in the planning and execution of events fostering the overall mission of the division. Serves as the primary liaison with internal and external partners on all matters related to the event leading up to and including day-of execution. Oversees and coordinates logistical needs including but not limited to site visits, securing event facilities, room set-up, audiovisual, entertainment, decor, meals, transportation, parking, tours, event registration, event signage and safety/security assets. Oversees and coordinates the activities of volunteers, staff, and students as event support, which may include volunteer briefings and responsibility allocation. Advises on event timelines, program, run-of-show, and scripting. Works in partnership with Advancement Communications when necessary.
Manages and supports university-wide donor focused stewardship events to include gift announcements, namings, dedications, stewardship dinners and others as identified by USF Foundation leadership. Leads in partnership with hosting area in budgeting, planning and logistical execution. Assists with the preparation of event briefing documents shared with University Leadership in attendance. Provides event support to the Office of the President as assigned.
Supports the suite hospitality program in partnership with the Office of Donor Relations & Stewardship to include logistical responsibility for catering, decor and set up. Assists with hosting donors in the suites and providing exceptional customer service. Assists with the preparation of event briefing documents shared with leadership in attendance.
Monitors and controls event budgets as outlined by the hosting area and negotiates as necessary. Oversees the routing of contracts and invoices through the proper departments for signature and payment processing, providing all backup documentation.
Compiles, reviews and maintains statistical data related to events as assigned. May include invitation list criteria requests, creation of pre-event questionnaires, post-event surveys, analyses of event attendee feedback, attendance rates and post-event attendance uploads into the CRM. Utilizes existing and new technologies to streamline the collection of event data. Works in collaboration with Advancement Operations as necessary. Assists with the continued development of strategies to maintain high levels of attendee satisfaction.
Other duties as assigned.
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. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.
Three to five years of event planning experience in a higher education or non-profit organization is preferred.
Degree Equivalency Clause: Four years of direct experience for a bachelor’s degree.
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.
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- Job Identification 42219
- Job Category Business Services
- Posting Date 12/03/2025, 05:16 PM
- Apply Before 12/17/2025, 05:16 PM
- Degree Level Bachelor's Degree
- Locations 4202 East Fowler Avenue, Tampa, FL, 33620, US
- Hiring Salary Commensurate with experience
- Essential Personnel No
The position of Conference and Events Planner for University Advancement will assist in the planning, organizing, and implementation of various, donor-focused events. The Conference and Events Planner will provide support to the overall objectives of the USF Foundation while cultivating new and stewarding existing donors through the event experience. This position primarily supports areas central to the USF Foundation and includes select USF Health and USF Alumni Association events. This position will work nights and weekends. Physical demands associated with this position include extensive standing, walking, lifting, and carrying items (up to 50 lbs.)
Responsibilities
Manages and supports areas central to USF Foundation in the planning and execution of events fostering the overall mission of the division. Serves as the primary liaison with internal and external partners on all matters related to the event leading up to and including day-of execution. Oversees and coordinates logistical needs including but not limited to site visits, securing event facilities, room set-up, audiovisual, entertainment, decor, meals, transportation, parking, tours, event registration, event signage and safety/security assets. Oversees and coordinates the activities of volunteers, staff, and students as event support, which may include volunteer briefings and responsibility allocation. Advises on event timelines, program, run-of-show, and scripting. Works in partnership with Advancement Communications when necessary.
Manages and supports university-wide donor focused stewardship events to include gift announcements, namings, dedications, stewardship dinners and others as identified by USF Foundation leadership. Leads in partnership with hosting area in budgeting, planning and logistical execution. Assists with the preparation of event briefing documents shared with University Leadership in attendance. Provides event support to the Office of the President as assigned.
Supports the suite hospitality program in partnership with the Office of Donor Relations & Stewardship to include logistical responsibility for catering, decor and set up. Assists with hosting donors in the suites and providing exceptional customer service. Assists with the preparation of event briefing documents shared with leadership in attendance.
Monitors and controls event budgets as outlined by the hosting area and negotiates as necessary. Oversees the routing of contracts and invoices through the proper departments for signature and payment processing, providing all backup documentation.
Compiles, reviews and maintains statistical data related to events as assigned. May include invitation list criteria requests, creation of pre-event questionnaires, post-event surveys, analyses of event attendee feedback, attendance rates and post-event attendance uploads into the CRM. Utilizes existing and new technologies to streamline the collection of event data. Works in collaboration with Advancement Operations as necessary. Assists with the continued development of strategies to maintain high levels of attendee satisfaction.
Other duties as assigned.
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. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.
Three to five years of event planning experience in a higher education or non-profit organization is preferred.
Degree Equivalency Clause: Four years of direct experience for a bachelor’s degree.
- 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
- (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.
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.
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