Job Description

Conference and Events Planner (Finance)

The Meeting & Education Coordinator position is responsible for successfully managing and executing activities at the USF Health Downtown Campus that includes Morsani College of Medicine, Heart Institute, and the Center for Advanced Medical Learning and Simulation (CAMLS). The Coordinator will deliver exceptional customer service, developing strong and enduring client relationships. This position is not eligible for Visa Sponsorship.

Work location: 124 S. Franklin St, Tampa, FL 33602

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.

SB1310: Substitution of Work Experience for Postsecondary Education Requirements

• Four years of direct experience may substitute for a bachelor's degree

Preferred Qualifications

Experience with USF HPCC CAMLS policies and procedures, USF Health activities and programming, and/or Delphi/Salesforce, QuickBase, and/or WFR digital management systems.

About 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.

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.

Responsibilities

• Assists clients with planning, developing, and implementing activities at CAMLS.
• Collaborate with marketing and vendors to meet the client 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 file 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 flights to event faculty and participants.
• Plan, design, and implement promotional materials to create effective advertisements.
• Collaborate with the CAMLS caterer and offsite hotel caterers.
• Solicit for grant and exhibitor support; reconcile grants.
• Exhibitor maintenance.
• Other duties as assigned.

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