Conference & Events Planner (Finance)

The Conference and Events Planner is an integral member of the Student Centers and Events (SC&E) Administration team. The incumbent will plan and coordinate conferences and special events for non-university guests, student organizations, and university departments. Serves as a liaison with internal units and guests, providing organizational leadership in developing, implementing and overseeing conferences, workshops, events, and other public functions. Key duties include fostering event planning efforts with organizations within USFSP as well as external constituents; planning/scheduling/monitoring logistical activities for events (arrangements for meals, lodging, AV equipment, parking, etc.); preparing and coordinating billing and invoicing efforts; overseeing and coordinating the activities of volunteers, staff, and students related to special events; other administrative duties in support of the mission of the University Student Center.

This is an on-site position that may require working evenings and weekends during conferences and events.

Expected Salary range: $48,000- $50,000This 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. Under Florida SB 1310, appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience as follows:

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

Preferred Qualifications: Experience in Student Union Operations, University programs, hotel/hospitality management, or other customer service related roles. Must have excellent leadership and communication skills, ability to multi-task, operate audio-visual equipment, and work well in a team environment.

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 ( hr-ADA-Request@usf.edu ) to coordinate your accommodation request.Working at USF
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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.
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About USF
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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 .
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Compliance and Federal Notices
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This position may be subject to a Level 1 or Level 2 criminal background check.
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Applicants have rights under Federal Employment Laws :
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Family and Medical Leave Act (FMLA)
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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.Primary Responsibilities include:

• 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.
• 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.
• 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.
• 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.