Conference and Event Planner II - Continuing Medical Education

Conference and Event Planner II - Continuing Medical Education

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Job No: 537798
Work Type: Full Time
Location: Main Campus (Gainesville, FL)

Department:  - MD-CME

The Event Planner II is responsible for planning, implementing, and executing events within the Office of Continuing Medical Education (CME) as well as cross training within the division of Educational Affairs (OEA). The CME Office provides full-service planning and day-of coordination for departments throughout the College of Medicine (COM), supporting events ranging from 50 to 200+ physician attendees at local and national venues.

This position collaborates closely with the office's other Event Planner to coordinate and plan events and conferences that will vary in size and location (small to large, local to national). Duties will include:

• Working directly with speakers to assist with travel plans, hotel arrangements, and gathering required CME forms.
• Reviewing documentation and verifying compliance with accreditation requirements.
• Assisting with the design and distribution of the marketing pieces as well as design and maintenance of the event websites and event social media.
• Coordinating the event logistics with the venue pre-conference.
• Creating and managing event budgets; plan events in line with budget limits.
• Contacting and coordinating exhibitors.
• Assisting with hotel contract negotiations.
• Creating welcome emails for participants, exhibitors, and speakers.
• Designing welcome packets for participants and speakers.
• Creating and distributing evaluations for events.
• Applying for educational grants for events.

On-Site Event Assistance

• Responsible for day of event coordination. Facilitating set-up and break-down of all event materials (tables, chairs, catering, printed material, posters, and electronic presentations), troubleshoot attendee and presenter needs, and guide and troubleshoot UF and/or external vendor/media needs.

Departmental CME Activity Coordination

• Collaborating closely with departmental coordinators in COM for department managed live CME activities.
• Reviewing application and marketing materials for accreditation requirements, coordinating website and registration services, and contributing to the success of live and online CME activities.
• Establishing and maintaining relationships with vendors, venues and stakeholders in support.

$22.50 - 23.50 per hour; commensurate with education and experience.

A bachelor's degree and two years of appropriate experience; or a high school diploma and six years of appropriate experience. Appropriate college coursework may substitute at an equivalent rate for the required experience.

• Bachelor's degree in event management, hospitality, or equivalent degree.
• Conference planning experience including basic knowledge of hotel contracts, catering, arranging/coordinating with speakers.
• Great attention to detail.
• Open to learning and growing.
• Strong relationship building and facilitation skills to communicate with stakeholders including conference speakers, attendees (primarily physicians), and CME staff.
• Demonstrated experience and ability to effectively communicate orally and in writing.
• Demonstrates a high level of professionalism.
• Ability to function autonomously.
• Ability to quickly learn and take on lead role for assigned events.
• Ability to handle high volume of detail work with accuracy and manage multiple projects or tasks.
• High level of organizational skills for administrative tasks and follow up.
• Ability to understand, interpret, and apply rules, regulations, policies, and procedures as a state institution.
• Basic proficiency with Microsoft Office programs (Excel, Publisher, Word) and Adobe programs.

• Low-cost State Health Plans:
  Medical, Dental, and Vision Insurance
• Life and Disability Insurance
• Generous Retirement Options to secure your future
• Comprehensive Paid Time Off Packages: (includes over 10 paid holidays, as well as paid family, sick and vacation leave)
• Exceptional Personal and Professional Development Opportunities:
  Access to UF Training & Organizational Development programs, leadership development, Linked In Learning, and more
• Tuition Assistance through the UF Employee Education Program
• Public Service Loan Forgiveness (PSLF) Eligible Employer

In order to be considered, you must upload your cover letter, resume, and contact information for three professional references.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Applications Close: 13 January 2026

The University of Florida is an Equal Employment Opportunity Employer. Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. If an accommodation due to a disability is needed to apply for this position, please call  or the Florida Relay System at  (TDD) or visit…