Conference and Event Planner II - Continuing Medical Education

Conference and Event Planner II - Continuing Medical Education

Job no: 537798

Work type:
Staff Full-Time

Location:

Main Campus (Gainesville, FL)

Categories:
Office/Administrative/Fiscal Support, Recreation/Event Services, Health Care Administration/Support

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 working with the Conference and Event Manager in the Continuing Medical Education (CME) Office to 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.

• 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.

• 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.

The University of Florida's College of Medicine is committed to advancing health through education, research, and patient care. With a focus on innovation and excellence, the college prepares future healthcare leaders through a rigorous curriculum that combines basic sciences with hands‑on clinical experience. The College of Medicine emphasizes interdisciplinary collaboration and community engagement, fostering an environment where students, faculty, and staff work together to improve healthcare outcomes.

The College is home to cutting‑edge research initiatives and state‑of‑the‑art facilities, providing an exceptional training ground for aspiring medical professionals. Dedicated to enhancing the health of all populations, the College of Medicine plays a pivotal role in shaping the future of medicine.

• 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

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

A bachelor’s degree and two years of…