Administrative Event Coordinator

University of Florida•Gainesville, FL

3d•Onsite

About The Position

The Heavener School of Business, one of the nation's top-ranked undergraduate public business schools, offers bachelor's degrees in Finance, General Studies, Information Systems, Management, and Marketing to over 5,000 students. The school is driven by four pillars: Academics, Career Development, International Studies, and Leadership, preparing graduates for exceptional careers and lives of purpose. This role provides collaborative administrative support for all programs under the Experiential Learning unit, UF Online Business unit, Academic Advising unit, International program unit, and Administration unit.

Requirements

High school diploma or equivalent and three years of general accounts transaction experience.
Appropriate college course work or vocational/technical training may substitute at an equivalent rate for required experience.

Nice To Haves

Bachelor's degree and four years of relevant full-time professional experience
Knowledge of MS Office Suite (Outlook, Word, Excel, TEAMS), Adobe Acrobat, Zoom, PeopleSoft, WorkDay
Experience with UF’s purchasing procedures and fiscal policies
Effective oral and written communication
Experience with event planning in an academic setting
Strong ability to plan, organize, and coordinate work assignments in a timely and effective manner
Strong attention to prioritization, detail, and follow-up
Strong ability to show initiative and take on lead role for certain events
Ability to develop rapport with a diverse range of people, including students, staff, faculty, alumni, visitors, external University offices and vendors to facilitate a culture of support and collaboration

Responsibilities

Serve as the primary event coordinator and provide collaborative administrative support for HSB for all programs under the Heavener Experiential Learning unit, UF Online Business unit, Academic Advising unit, International program unit, and Administration unit.
Research quotes, work with vendors, secure venues, monitor set ups, schedule caterers, pick up supplies, secure AV needs, and manage events from beginning to end.
Create evaluation tools, surveys and forms to assess event management and programming.
Serve as the primary coordinator and contact for all travel requests, logistics, travel expense reports and expense reimbursements for our multiple HSB student leadership programs, hospitality for student programs, alumni/guest speaker travel and Undergraduate Case Competition events.
Ensure travel practices are compliant with UF travel guidelines and with departmental policies and procedures.
Prepare timely administrative documents for orders, invoices, pcard, and travel payments.
Collect and manage Case competition participation and registration checks and payments.
Track Case competition expenses each semester.
Supervise and assign tasks to one student assistant for the academic year.
Coordinate and manage all the HSB inventory and storage spaces.
Serve as backup monitor for room reservations in EMS system.
Maintain our HSB inventory database and supplies updated in the Heavener database system.
Serve as the lead coordinator of HSB Teambuilding committee.
Participate in WCB/HSB committees as requested.