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 33602Minimum 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
• 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.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.

• 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.