This position reports to the Director of Operations and is responsible for managing, planning, scheduling, coordinating unit meetings, conferences, and/or special events for the faculty, staff, students, and alumni. It is also the primary liaison with internal units and external constituents, providing organizational leadership in developing, implementing, and overseeing conferences, workshops, events, and public functions in coordination with other colleges, departments, offices and units. This position must possess strong interpersonal and communication skills; experience in meeting/event planning principles, requirements, procedures, and available resources; knowledge of cost analysis techniques; knowledge of conference facilities, technology, and equipment; and the ability to bring all needed components together for a successful event.
This role is essential in ensuring that events align with the Bellini College of AI, Cybersecurity, and Computing's evolving vision, fostering collaboration, promoting cutting-edge advancements in AI, cybersecurity, and computing, and enhancing engagement among students, faculty, industry partners, and stakeholders.
Event Planning & Coordination
- Manages event planning efforts with members of the college and/or external community partners as appropriate.
- Plans, manages, 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 space, facilities, technology, equipment, lodging, catering, and on-site management requirements.
- Markets, coordinates, reserves, and supervises the use of public spaces on campus. Develop and implement a marketing plan in coordination with University Communications and Marketing (UCM) and Director of Communications and Marketing for Bellini College to promote these spaces for meetings and events. Develop and implement operational policies for the use of public spaces.
- Participate in budget development for special events. Assist with securing bids and negotiating contracts with event sites; monitors and evaluates contract performance.
Staff & Volunteer Management
- Manages and coordinates the activities of volunteers, staff, and students to include training, scheduling, work allocation, and problem resolution; employs motivational techniques to achieve peak productivity and performance.
Stakeholder Engagement & Communication
- 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.
- Researches, develops, and/or edits press releases, articles, and notifications via e-mail for internal and external media publications as appropriate.
Marketing & Promotion
- Collaborate with UCM and Director of Communications and Marketing team to design and create marketing materials, brochures, and flyers for meetings and conferences.
- Develop and implement a marketing plan to promote these spaces for meetings and events.
Budget & Financial Oversight
- Participate in budget development for special events.
- Monitors fiscal event planning for permissible expenditures, oversees billing accuracy from vendors and coordinates invoice processing with departmental accounting staff.
Data Management & Reporting
- Compiles and reviews event survey data; develops and prepares various periodical and ad hoc reports, summaries, analyses, and projections.
General Administrative Support
- Performs other administrative and support duties as required to support the unit's mission and strategy.
Minimum Requirements
This position requires a bachelor’s degree in communication, marketing, or public relations, hospitality management, business management, digital media, or any related field, with at least two years of experience in related positions.
Preferred Requirements
Master’s degree in communication, marketing, or public relations, hospitality management, business management, digital media, or any related field, or an equivalent combination of related education and experience.
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.
FLSB1310 Equivalency:
4 years of directly relevant experience may be substituted for bachelor's degree.
6 years of directly relevant experience may be substituted for master's degree.
Applicants have rights under Federal Employment 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.